Plainfield, IL – Records Supervisor – Police Department

The Plainfield Police Department is currently seeking to fill a full-time supervisor position in the Records Department.  All interested personnel should submit a current application to the Human Resources Department.  Applications can be obtained online at www.plainfield-il.org or at the reception desk at Village Hall.

Job Title:                  Records Supervisor

Department:             Police

Reports to:               Support Services Commander

FLSA Status:           Exempt

Position Purpose

The purpose of this position is to supervise, direct and coordinate the activities of the Records Section, to include records management and front-office processes. Regularly reviews and revises standards as necessary, ensuring compliance with Department and Village-wide quality assurance requirements. Deals with concerns/issues of employees, and ensures personnel documentation is maintained in accordance with Department, Village and regulatory agency requirements.

Principal Duties and Responsibilities

1.Coordinates the distribution of records through the criminal justice system. Directs exchange of criminal records by mail, computer, or facsimile transmission between Department and local, state, and federal law enforcement agencies.

2. Oversees processing of fingerprint records to state and federal agencies as required. Acts as a liaison with the Bureau of Identification for LiveScan and booking submissions.

3. Schedules duty hours and customer service shifts for assigned personnel. Assigns staff to duties according to section workload. Directs subordinates in preparation of reviewing and releasing all reports for accuracy prior to release. Provides direct customer service to the public at the service window or telephone as needed.

4. Oversees, in conjunction with the Village attorney, processes and recordkeeping of court functions, to include notifications for administrative citations.

5. Reviews informational requests to determine whether release of information on cases to public is in accordance with law and Department policy, including Local Records Checks, Department of Children Services (DCFS), and requests from Criminal Justice agencies and sources.

6. Responsible for preparing and submitting data entry reports as required by the State and FBI maintained the National Incident Based Reporting System (NIBRS) data reports.

7. Reviews police reports for completeness and accuracy for final approval of officer reports via PremierOne Records Reporting System, to ensure relevant information is collected and requirements for the National Incident Based Reporting System (NIBRS) are met.

8. Supervises manual and automated information management systems including but not limited to Criminal Justice Information Services (C.J.I.S), Law Enforcement Automated Data System (L.E.A.D.S), nexTEST (CJIS Testing) and applicable police records management systems.

9. Acts as the Law Enforcement Automated Data System (L.E.A.D.S) Coordinator for the department. Responsible for the annual and bi-annual Law Enforcement Automated Data Systems (L.E.A.D.S) CHRI Audit, Admin Audit and Information Technology Security Audit.

10. Acts as the Criminal Justice Information Services Loval Agency Security Officer (LASO).

11. Receives and processes requests for reports and information under the Freedom of Information Act, determining whether the information is eligible for release, compiling the requested information, redacting exempt information, assessing proper fees, and distributing the information to the requestor.

12. Composes and prepares confidential correspondence, reports, and other complex documents such as Jail Lock-up and Juvenile Monitoring reports to the Department of Corrections.

13. Maintains accurate inventory of Police Records and coordinates disposal of Police Records based on the Illinois Local Records Act and the Records Retention Schedule.

14. Receives and carries out Orders of Expungements and Record Seals issued by the court.  In addition, any newly state mandated automatic expungements that are to be completed with or without a court order.

15. Conceives, develops, and installs police record keeping and cross-filing systems to ensure confidentiality and ready retrieval. Develops criteria and methods to purge records systems. Develops and recommends enhancements for automated records systems.

16. Keeps current regarding trends and developments in police records theory, practice, and management through appropriate educational programs, professional associations, and literature.

17. Provides specialized reports to departments as needed by generated reports, statistical reports, activity reports, year-end annual reports, etc.

Scheduling

The position involves regularly scheduled work hours, normally Monday through Friday, but may be called upon to extend in the event of emergency, disaster, workload or work-in-progress. Work is performed in a normal office environment, with some exposure to outdoor temperatures.

Skills, Knowledge and Abilities

Advanced knowledge of police Records Management and Records Operations, and ability to prepare related reports, analyses, and policies. Knowledge of Department personnel policy, rules, regulations and procedures including knowledge of related personnel management. Ability to interact effectively in a stressful environment and act quickly and calmly in emergencies.

Physical Demands/Essential Functions

1.        Have hearing correctable to levels below 35 dB and in the 500-3,000Hz frequency range; and sight correctable to 20-20.

2.        Walk, stand or sit for long periods of time.

3.        Operate required equipment with necessary finger dexterity.

4.        Read, comprehend, and speak English and be able to demonstrate twelfth grade reading skills.

5.        Use a computer and all applicable software programs.

Minimum Education, Experience and Certification Requirements

Must possess a bachelor’s degree from an accredited college or university, or equivalent years of training and experience; Valid Illinois Driver’s License; Related experience and training desired. Knowledge of database and/or records management software and spreadsheet software; Notary Public Certification; and LEADS Certification.

Starting Salary

Starting wage is dependent on experience and qualifications.  The position has a pay range of $83,457 – $112,667  with an anticipated starting salary of $83,457 – $98,062.

Benefits

The Village of Plainfield offers a benefits package that includes, but is not limited to:

IMRF (Illinois Municipal Retirement Fund)
Deferred Compensation Investment Plans
Flexible Spending Accounts
Employee Assistance Program
Additional Voluntary Benefits
Paid time off
Holidays off
Service Awards
Employee Paid Medical, Dental, and Vision offered

How to Apply

Applications can be found our website www.plainfieldil.gov and can also be picked up at Village Hall 8:00 AM – 4:30 PM, Monday-Friday. Applications will be accepted until the position is filled. Resumes with applications can be sent to: humanresources@goplainfield.com.

The Village of Plainfield is an Equal Opportunity Employer.

For more information, contact:

Mary Harris
mharris@goplainfield.com
8154394807