Records Clerk – Midnight Shift

DESCRIPTION

The Village of Glen Ellyn Police Department is seeking qualified candidates for two full-time, midnight shift Records Clerk positions, each offering a different overnight work schedule to meet operational needs. The job duties of the Records Clerk, include, but are not limited to, a variety of responsible clerical and technical duties related to the maintenance of Police Department records; to provide assistance and information to Police Department staff, other Village Departments and the public;

and to provide responsive, courteous and efficient service to Village residents and the general public.

• Maintain and update reports and records in the Department’s record management system, including scanning related case documents, for accurate record-keeping purposes; maintain the integrity of documents & information sensitive to public safety and law enforcement.
• Electronically capture, index, prepare and file information from structured and semi-structured documents according to established record-keeping systems.
• Assist the public by answering or seeking the answers to a variety of questions concerning the Police Department and the Village regarding its ordinances, policies, and procedures.
• Process all facets of parking citations, including data entry, receipt and post payments, prepare violator notifications for administrative hearing dates and fine escalations; update records as necessary.
• Receive and assess complaints from the public concerning violations of statute and ordinance and/or the need for Village services; disseminate information concerning such complaints to the appropriate authority or record such service needs as required by Department policy or procedure. Interacts with and is knowledgeable of various Village departments.
• Perform record checks, issue permits, collect fees, process subpoenas and requests for public records, and mail requested reports to outside agencies in accordance with established policies and procedures. Interacts with and is knowledgeable of various Village departments.
• Operate LEADS state records system to enter, modify, update, and retrieve data regarding persons, vehicle and property records;
• Type a variety of police reports, forms, memos, letters and other material;
• Electronically transmit tickets and complaints to the Circuit Court Clerk;
• Retrieve, record, summarize, and assist in the preparation of a variety of statistical reports

Qualified candidates must possess a high school diploma or equivalent, with a minimum of one year of previous experience or specialized training in a clerical or general office environment required. Previous work experience in law enforcement/public safety or municipal government is a plus but not required. The Village is seeking qualified candidates who demonstrate excellent verbal and written communication skills, including the ability to convey empathy and understanding under various conditions, and who demonstrate the ability to effectively manage time, solve problems and exercise good judgment.

The successful candidate will be able to demonstrate the ability to communicate (both orally and in writing) tactfully and effectively with other members of the staff, supervisors, and the public. The ability to adapt one’s communication style by effectively relating to or communicating with various personality types both in person and via telephone is a critical skill set.

Successful candidates will also possess attention to detail and the proven ability to multi-task; the ability to work independently and be a self‑starter, often under minimal supervision, is also a must. Applicants must have the ability to interpret and apply Village, State, and Federal policies and laws, as well as the ability to develop, interpret and implement Village policies and procedures, written instructions, and general correspondence.

Qualified applicants must have the ability to operate standard office equipment, including a computer and related software (including MS Office), must be able to demonstrate excellent typing skills, and be able to perform basic mathematical calculations. Must also possess…