Records Bureau Coordinator

Job Overview

Starting salary depends on qualifications; typically no higher than the midpoint for the range.

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. The worker is highly skilled, performing difficult and complex supervisory tasks and exercises a wide degree of responsibility, independent judgment, and possesses thorough knowledge of contemporary business‑oriented office procedures and management techniques.

The position exercises direct supervision of clerical personnel, record retention and purging duties, training, scheduling, authorizing overtime, establishing work goals, preparing employee performance evaluations, conducting internal and citizen complaint investigations, providing corrective counseling, and initiating or recommending disciplinary action. The worker applies computer expertise to complex record‑keeping and reporting functions, maintains knowledge of statutes governing public record maintenance and release, and uses conflict resolution skills.

Responsibilities also include handling FOIA requests, ensuring life‑worn camera recordings are stored and disseminated in compliance with department policy and Illinois law, and serving as the FOIA Officer for the Department.

• 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 workload expectations, trains records bureau clerks, and supervises the workflow of records bureau personnel.
• Assists in the hiring and evaluating of Records Bureau personnel.
• Reviews police reports to ensure conformity 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 presenting police media footage.
• Understands and applies a 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, responding to requests in a timely fashion and ensuring appropriate redaction of documents.
• Performs other tasks and duties as assigned or required.

• 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 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…