Part-time Records Clerk

Scope of Work

This is somewhat complex administrative and clerical work involving records maintenance; computer entry, coding and verification; report preparation; and general clerical support.

Maintains records on all court related matters including dispositions of criminal cases and traffic tickets; creates and maintains arrest records, incident reports, warrants, case files, rap sheets, LEADS message cards, driving abstracts, pet and bicycle licenses; maintains and files Police Incident Reports, property inventory, tow reports and accident reports; maintains CAD system location database, adding new employee information and residential and business location files;

processes driver’s license confiscation forms, FBI and Illinois arrest cards, and copies of reports for insurance companies; prepares files for court and administrative hearings and assures completeness; processes record requests from the public; handles record expungement requests; processes payment of fees and fines; acts as liaison with collection agencies; assists with report preparation as requested; promotes and maintains community relations.

The Records Clerk also responds to record requests and subpoenas, maintains criminal case files (Police) and maintains records in accordance with state requirements. The position requires a detailed knowledge of the operations of the police department and the court system.

Performs related duties as assigned.

Graduation from high school or GED equivalent, supplemented by the successful completion of a records training program and a one year probation period with an acceptable evaluation; or any equivalent combination of education and training which provides the following knowledge, ability and skills:

• Business English, grammar and punctuation.
• Standard office procedures, equipment and clerical techniques.
• The operations of the Police Department and the court system.

• Operate basic office equipment including typewriter, telephone, computer, etc.
• File numerically, alphabetically and chronologically.
• Work effectively in stressful situations.
• Accept and learn from constructive criticism.
• Follow department procedures.
• Work and deal with unusual, abnormal and unpleasant human behavior.
• Recognize safety hazards and take action to correct as necessary.

• Oral and written communications.
• Research and organization.

Position generally works in an eight hour shift which may on occasion be extended due to emergency, disaster, personnel shortage or workload; complete records service is provided to the community 24 hours per day, seven days per week. Must become LEADS certified within six months of employment and remain certified. Must be required to pass a drug screen, criminal and financial background check.

• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus.
• While performing the duties of this job, the employee frequently is required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
• The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, or crawl; and smell.
• The employee must occasionally lift and/or move up to 25 pounds.
• While performing the duties of the job, the employee may be exposed to unpleasant or excessive noise, dust, smoke, odors, etc.

Please include a resume with your application.