Village of Hoffman Estates

The Police Records Staff Assistant performs a variety of diverse administrative functions with a high level of accuracy and proficiency to assure production and management of police records. This position is responsible for data entry in various software applications; retrieving information and transmitting responses; scanning and indexing all applicable records; distribution of department mail, and providing information to public inquiries.

Provides excellent customer service to Police Department staff, other law enforcement agencies, and the public both in person, over the phone or through electronic correspondence.

Monday through Friday – 37.5 hours per week,
8:00 a.m. – 4:00 p.m. or 9:00 a.m. – 5:00 p.m. preferred

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The required competencies listed below are representative of the knowledge, skills, and/or abilities required for successful job performance.

• Strong organizational skills and attention to detail are required.
• Ability to gather and analyze information; identify and respond to requests in a timely manner.
• Ability to prioritize and plan work activities; use time efficiently; develop realistic action plans.
• Ability to produce documents and enter data using a keyboard with minimal errors.
• Ability to use a personal computer to retrieve, prepare and store documents. Experience working in Microsoft Office.
• Communicate effectively verbally and in writing.
• Experience responding to FOIA requests a plus.
• General knowledge of police department policies, procedures and LEADS preferred. Must possess or be able to obtain LEADS Certification.

• Receives and processes Freedom of Information requests from public and private sources. Gather, review, and apply redactions to records in response to requests.
• Processes and inputs data for reports and records which involves coding, entering and verification of the completion of reports.
• Prepare officers’ court schedules and produce case files needed in court, process court-mandated expungement of arrest records.
• Run a variety of inquires through LEADS; perform LEADS validations.
• Electronically routes police reports for court subpoenas and enters all court-ordered warrants.
• Prepares court transmittals for citations and bonds.
• Downloading and uploading of body worn camera media files; conducting audio/video redactions as necessary by law.
• Performs other duties as assigned.


• High School diploma or general education degree (GED)
• Six months or more of related office experience.
• Alpha numeric data entry and Microsoft Office experience. Preferred special applications: LEADS, RMS, Adobe, Sharepoint, Sungard.
• Previous police or municipal office experience a plus.
• Experience responding to FOIA requests a plus.

Skills testing and interview.
All positions require a pre-employment Village-paid background investigation and drug screen.

The Village of Hoffman Estates is an Equal Opportunity Employer and complies with all applicable Federal, State and local laws regarding employment.

For more information, contact:

D'Ann Granger