Job Description

This is a specialized position, under the direct supervision of the Property and Records Manager. This position controls work related to the maintenance of police and criminal records and assures adherence to relevant legal standards for these records.

The Records Specialist is responsible for processing criminal records and digital evidence requested by the State's Attorney's Office and other state government agencies. The Records Specialist reviews and analyzes criminal records requests, while exercising discretion and judgment in the application of laws, regulations, and agency practices. The Records Specialist will develop and implement records and information management process'/procedures, while providing internal and external customers the maximum service level. The Records Specialist will manage documents in compliance with rules and regulations prescribed by the State of Illinois Local Records Act and City ordinance. The Records Specialist liaisons with the State's Attorney's and city attorneys.

The Records Specialist will also provide support in all aspects of Police records and public inquiries. This position will serve as backup to the FOIA Specialist.

This list may not include all tasks and/or knowledge which may be expected of the employee, nor does it cover all specific duties which may be required. Other duties may be assigned.

• Compile and create electronic folders to be shared with prosecuting attorneys.
• Disseminate and track officer subpoenas needed for Court testimony.
• Prepare responses to external agencies' Court Ordered Subpoena Duces Tecums.
• Assist FOIA Specialist review and redact FOIA responses and requests. Use information technology and various software programs designed to recognize, redact, and withhold information protected under privacy laws.
• Compile and manage records for destruction, according to the Local Records Act.
• Regulate Juvenile records according to the statute of the 705 ILCS 405/ Juvenile Court Act of 1987.
• Research and analyze a variety of records and ensure release and disclosure of responsive documents provided to a variety of government agencies.
• Maintain constant dialogue/contact within the department, as well as Legal, and the States Attorney’s office for direction of information.
• Assist the Evidence Technician with property and evidence turned into the Police Department on criminal cases, as well as lost, found, and abandoned items. Controls, maintains, and, when appropriate, disposes of property and evidence in a lawful manner.

Education/Experience:

Required:

• College degree in criminal justice or related field
• Any equivalent combination of training and experience.

Certificates and Licenses:

• Possession of, or ability to obtain, LEADS certification. Annual FOIA training.

Physical Requirements/Working Conditions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

• Work is performed in an office environment. The physical demands on this position may include lifting, stooping, reaching, and manipulation of heavy objects held as property. Work is occasionally performed in fast paced, demanding and stressful situations.

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