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Police Records Supervisor

City of Highland Park


Contact Information


City of Highland Park
1707 St. Johns Avenue
Highland Park, IL 60035

Position Information

Application Deadline:

  • 02/20/23


  • Hiring Range: $70,796 - $88,495 DOQ

    IMRF pension eligible position.

    Projected regular schedule of 40 hours per week.


  • 56


  • 30,000

Position Details

The City of Highland Park is now hiring for the position of Police Records Department Supervisor.

This non-sworn position responsible for:

  • Daily management and supervision of Records personnel
  • Planning and delegation of the work of subordinate records personnel
  • Preservation and maintenance of police records and systems
  • Managing a Records Management System (RMS)
  • Freedom of Information Act compliance
  • Compliance with various records reporting requirements
  • Other administrative responsibilities

Supervision Received:

Works under the direct supervision of the Administrative Commander.

Supervision Exercised:

Supervisory oversight of 3.5 FTE Records Section personnel and the overall integrity of the record keeping function.

Essential Duties and Responsibilities:

  • Supervises, evaluates, and coordinates the assignments of subordinate Records personnel.
  • Provides leadership and direction in the career development of the personnel assigned.
  • Facilitates succession planning.
  • Prepares letters, correspondence, memorandum and other materials in an articulable manner.
  • Investigates disciplinary issues and takes action as necessary.
  • Participates in planning and implementing changes in policies, procedures, and related methods.
  • Accountable for Records Section budget planning and spending.
  • Researches, plans, and evaluates trends related to records management and the Records Section.
  • Provides recommendations for the future and implements approved initiatives.
  • Oversees alarm permit billing, false alarm notices and reviews/responds to false alarm disputes.
  • Responsible for annual residential parking permit mailings and other tasks as assigned.
  • Responsible for Freedom of Information Act, NIBRS and expungement compliance.
  • Responsible for State reporting.
  • Overall responsibility for the preservation and maintenance of police records and the records management systems (RMS).
  • Performs records retention, storage and destruction as guided by state and federal law.
  • Audits computer data entries for correct, accurate and current information including the statistical data reported to state and federal agencies.
  • Provides data for monthly and annual record keeping.
  • Performs statistical computations and prepares related reports.
  • Supervises cash receipts, disbursements, payroll processing, invoicing and accounting using city financial systems.
  • Prepares daily/weekly media bulletins for distribution to local media.
  • Performs other related duties as requested.

Required Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to perform essential duties satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to pass a polygraph and a psychological/psychiatric test to determine suitability for the position.


  • Must have an Associate's Degree or have completed 60 semester hours of college credit at an accredited college or university in the study of law enforcement administration, public administration, records management or related field.
  • Candidates with 4 years supervisory or related experience will be given consideration in lieu of education requirements.


  • Previous law enforcement supervisory experience, RMS management and FOIA compliance administration are preferred.

Certification or License:

  • The Office of the Attorney General Freedom of Information Act (FOIA) training and Law Enforcement Agencies Data System (LEADS) certification strongly preferred.

Required Knowledge, Skills, and Proficiencies:

  • Good knowledge of basic software applications including word processing
  • Some knowledge (or the ability to learn and retain knowledge) of federal, state and local laws, statutes and regulations defining criminal activity
  • Some knowledge (or ability to learn and retain knowledge) of Law Enforcement Agencies Data System (LEADS) and National Crime Information Center (NCIC) rules and regulations and capabilities
  • Some knowledge (or ability to learn and retain knowledge) regarding FOIA laws and limitations
  • Sound judgment and a thorough knowledge of all aspects of the police records function
  • Thorough knowledge of supervisory methods and techniques
  • Considerable skill in providing excellent customer service, multi-tasking to coordinate and systematically complete multiple projects and maintaining strict confidentiality with regard to information obtained.
  • Working skill in establishing and maintaining effective working relationships, following written and oral instructions, operating a personal computer, Microsoft Office applications and other office machines at an intermediate to advanced level.
  • Ability to research and formulate alternatives and competently promote cost effective proposals, establish and maintain effective working relationships with City, court and other law enforcement personnel, apply and interpret Departmental policies and procedures and evaluate current computer software and hardware enhancements related to operational effectiveness.
  • Able to implement and maintain recommended upgrading of the computer systems servicing the Department, organize responsibilities, recognize priorities and provide direction in the field of records management.
  • Requires effective public relations and interpersonal communication skills and must be able to acquire the knowledge of the geographic areas of the City including major traffic arteries, landmarks, buildings and streets.
  • Ability to accurately enter and audit data utilizing a PC or other device with proficiency, hear sufficiently to make fine discriminations in sound and to receive and understand detailed information through oral communication in person and via telephone.
  • Ability to read, write, spell and comprehend the English language and to communicate clearly and distinctly, as well as express oneself clearly, persuasively and effectively, both orally and in writing.

For more information, or to apply, visit:

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