Position Details
NATURE OF WORK:
The Records Coordinator is a civilian position with administrative responsibility for the overall operations and activities of the Police Department Records Bureau and the accomplishment of all traditional law enforcement records functions. This person is a highly skilled employee who performs difficult and complex supervisory tasks. These functions include but are not limited to, keeper of the records, exercises a wide degree of responsibility, independent judgment, and possesses a thorough knowledge of contemporary business oriented office procedures and management techniques. The position exercises direct supervision of assigned clerical personnel, the responsibility of proper record retention and purging of records according to law, training, scheduling, authorizing overtime, establishing work goals, preparing employee performance evaluations, conducting internal and citizen complaint investigations as directed, providing corrective counseling, and initiating or recommending disciplinary action. The person will apply computer expertise to the performance of complex record keeping and reporting functions. This position must have a thorough understanding of statutes governing maintenance of public records, proper release of public records, outstanding communication, and conflict resolution skills. This position requires a variety of tasks associated with legal deadlines, state compliance of records retention, Uniform Crime Reporting, and subject matter expert of the police records information management system (RMS). The specialization of this position deals with requests for information pursuant to the Freedom of Information Act; and ensures body worn camera recordings are stored, maintained and disseminated in compliance with department policy and Illinois law.
ESSENTIAL FUNCTIONS (Specific assignment will include some or all of the following):
- Develops, revises, and implements policies and procedures to ensure compliance with statutes affecting police department records functions, including confidentiality, release of records and criminal history information.
- Develops work schedules, makes work assignments, develops work procedures and practices, determines work load expectations, training of records bureau clerks, and supervises the work flow of records bureau personnel.
- Assists in the hiring and evaluating of Records Bureau personnel.
- Reviews police reports to ensure conformance to state and departmental standards and implements corrective action where necessary.
- Codes reports according to federal, state, and departmental classification standards and schedules.
- Maintains restricted access report files and all associated physical and electronic records.
- Inputs, audits, and manages field, arrest, incident, and supplemental reports using computerized systems.
- Oversees the collection of fees for service, guarantees accountability for cash received, prepares and maintains a ledger, and submits fees to the City Collector for deposit.
- Coordinates and oversees the ordering, inventory, and changes of police department reports and forms.
- Promotes efficiencies and provides and maintains a high standard of internal and external customer service in the bureau.
- Manages Axon camera footage and collaborates with the camera administrator to ensure compliance with department policy and law.
- Understands, properly interprets the Illinois Police Body Worn Camera Act.
- Furnishes video evidence to department members and other agencies as directed.
- Monitors and ensures that video evidence is properly retained according to law.
- Audits video evidence and ensures that videos are only deleted as authorized by policy and law.
- Displays a high degree of skill in preparing and in presenting police media footage.
- Understands and applies an understanding and proper interpretation of the Illinois eavesdropping law.
- Produces police video and audio on short notice as directed.
- Assumes Records clerk coverage in the event of reduced staffing.
- Acts as the FOIA Officer for the Department—functions include responding to requests for records in a timely fashion, and responses are appropriate according to the FOIA standards.
- This function also includes the responsibility of appropriate redaction of documents.
- Performs other tasks and duties as assigned or required.
MINIMUM REQUIREMENTS OF WORK:
- Must possess a bachelor's degree or higher and three (3) or more years of work experience retrieving and processing FOIA requests and managing police records for a law enforcement agency or equivalent; OR
- Must possess a high school diploma and five (5) or more years of work experience retrieving and processing FOIA requests and managing police records for a law enforcement agency.
- Must possess a valid driver's license and a safe driving record.
- Must be willing and able to complete the Axon Certified User Course within 12 months of employment and maintain it as a condition of employment.
KNOWLEDGE, SKILLS AND ABILITIES IN THE FOLLOWING AREAS:
- Strong oral and written communication skills and standard business mathematics skills.
- Considerable knowledge of laws pertaining to records management.
- Specialized knowledge of police records operations and computerized law enforcement information systems, including Microsoft Office, UCR, FOIA, CAD, CRIMES, Field Reporting, LIVESCAN, Circuit Court Computer, and traffic citation management systems.
- Considerable knowledge of interpreting Illinois law as it applies to FOIA.
- Ability to be FOIA certified on an annual basis.
- Ability to pass a background check and comply with the requirements of the CJIS security policy.
- Knowledge of and ability to apply contemporary office management and supervisory principles.
- Ability and willingness to appear and testify in court on behalf of the police department when necessary.
- Understanding of video processing and media sharing through various methods with the prosecuting agencies, supervisory staff and authorized external individuals.
- Ability to properly redact video, audio and reports for the purpose of complying with FOIA.
- Proficiency in the operation of office equipment and work aids with necessary optical, auditory and manual dexterity including (but not limited to) computers, facsimile machines, copy machines, telephone and voice mail protocol, cameras, electronic equipment, laminator, charts, diagrams, federal and state statute books and reference materials.
- Understanding of criminal justice terminology and criminal warrant procedures.
- High degree of skill in preparing and in presenting statistical and narrative reports.
- Ability to apply principles of rational systems to solve practical problems.
- Interpret a variety of instructions: written, oral, diagrammatic or schedule form.
- Ability to organize time, tasks and workspace.
- The ability to read safety rules, newspapers, periodicals, manuals, legal documents; ability to write memoranda and business letters using proper format, punctuation, spelling and grammar, using all parts of speech in a manner understandable to the receiver.
- Ability to speak effectively, with voice, phonetics and grammar that are understandable to the listener and with poise, voice control and confidence.
- Ability to properly supervise subordinate employees within departmental policy, the City of Evanston employee manual, and current union agreement.
PHYSICAL REQUIREMENTS OF WORK:
The ability to work in a primarily sedentary position, with the ability to occasionally use force to exert up to 30 pounds. The ability to lift, carry or otherwise move objects, books, materials, etc. using up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The employee is subject to inside environmental conditions: protection from weather conditions, but not necessarily from indoor temperature changes. There are no environmental hazards associated with this classification.
SUPERVISION:
Under the general direction of the Deputy Chief of Police of the Support Services Division, work is performed with minimal instruction or supervision; the person must be self-motivated and capable of initiating duties on a regular basis. Work is reviewed through ongoing observation, written and verbal communication, meetings and feedback from the Deputy Chief of Support Services. Guidance is provided through rules and regulations, policies, procedures and the Human Resources Manual. Additional guidance is provided through state statutes, city ordinances and standard operating procedures. Work is evaluated at least annually for quality of tasks, adherence to work rules, and performance in accordance with classification standard.
PUBLIC CONTACT:
Has regular and frequent contact with staff from the Field Operations Division, Investigative Services Division and other Support Services Division personnel as well as with the general public; occasional contact with staff from the Legal Department, Parks and Recreation, Human Resources and the State's Attorney's Office.
SELECTION METHOD:
- Structured Oral Interview-Pass/Fail
- Qualifications Assessment-Pass/Fail
- Psychological Evaluation-Qualifying
- Polygraph Examination-Qualifying
- Background Investigation-Qualifying
To apply for this position, please apply online on or before the closing date at:
www.cityofevanston.org
Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre- employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person's race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity.
The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY).
