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Location

Urbana, IL | United States

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Job description

Records Coordinator
Division of Public Safety

Job Summary
The Records Coordinator provides a variety of professional, technical, and managerial support to the Administrative Lieutenant, management staff and departmental personnel. This position assists with overall departmental workflow and process improvement including handling of confidential materials, analysis of data, generation and presentation of reports, standard operating procedures, composing of correspondence, and maintaining positive relations within the organization. The Records Supervisor oversees the police records function and directly supervises assigned office support staff. The Records Supervisor will also perform skilled research and analysis tasks as well as complete special projects and other related duties as assigned. This position requires a high level of discretion and the ability to work under minimal supervision.
Records Management

1. 15% Manages the day-to-day operations of the records function and directly supervises office associate(s) and office assistant(s). Prepares work schedules, delegates tasks, and prioritizes work activities. Oversees the day-to-day administration of the department's records functions to include records management, Freedom of Information Act (FOIA) requests, expungements, subpoenas, parking and traffic citations, and litigation.

2. 5% Serves as the FOIA liaison for the Police Department working closely with the Office of University Relations. Manages and oversees the Police FOIA requests and responds within statutorily provided deadlines.

3. 5% Assists the Administrative Lieutenant in planning, developing, revising, and implementing departmental training.

4. 10% Interviews, recommends hires, trains and evaluates performance for assigned staff. Makes recommendations for disciplinary action as necessary.

5. 5% Manages and oversee the Police Department record retention and destruction process in coordination with the Illinois State Archives Records Management Division.

6. 5% Performs professional complex, technical, analytical, and administrative duties in support of Police Administration including coordinating police records management process, special projects, and other duties as assigned.

7. 5% Administers and maintains a variety of police tracking, records management and intelligence databases and systems.

8. 5% Generates and prepares local, state, and federally mandated Uniform Crime and Arrest Reports. Assists in developing year-end statistical reports for police administrators.

9. 5% Participates and provides staff support to a variety of committees, boards and commissions. Prepares and presents staff reports and other correspondence as appropriate.

10. 5% Assists in the development, evaluation and revision of departmental policies and processes. Researches and analyzes management, personnel, legislative issues and other policy-related matters.

11. 5% Collects, analyzes, prepares and disseminates information relative to department's activity to departments, public, outside agencies, media and citizens. Collects and submits statistical information to required agencies or those requesting such information. Coordinates the request for reports from internal departments and outside agencies. Assists in the research, analysis and preparation of departmental reports. Disseminates information as requested.

12. 10% Serves as the Police Department representative on various committees and projects both internally and externally. Composes correspondence and/or proofread documents that may contain sensitive personnel information. Aids in planning, evaluating, recommending, maintaining and training on departmental systems and applications.

Clery Clerk

• 5% Maintain the Daily Crime Log of all reported crimes in compliance with the Clery Act.

• 5% Review and maintain all CSA crime reports. Includes scoring of crimes according to policies and procedures of the Clery Act and ensuring the information is included on the Daily Crime Log. Review all police supplemental report forms to ensure correct data entry and to determine if adjusting entries need to be made on the Daily Crime Log and included in UCR reporting. Work directly with the Office of Student Conflict Resolution to assist them with scoring of disciplinary actions according to policies and procedures of the Clery Act.

• 5% Review Champaign and Urbana Police reports to assist them with scoring of crimes according to policies and procedures of the Clery Act.

• 5% Provide copies and maintain records for reports sent to Student Conflict. Act as a campus security authority, as defined by the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, to include completing training and the timely reporting to the University of Illinois Police allegations of Clery Act crimes. Maintain current training on the Federal Clery Act as errors may result in fines of excess of $60,000 per violation.
  Physical Demands
  
• Standing : Occasionally
• Walking : Occasionally
• Stairs : Rarely
• Sitting : Frequently
• Lifting/Carrying : Rarely
• Pushing/Pulling : Rarely
• Bending/Stooping : Rarely
• Kneeling : Rarely
• Reaching : Rarely
• Talking : Frequently
• Hearing : Frequently
• Visual Acuity : Rarely

Additional Physical Demands
1. Duties are performed primarily in an office setting with prolonged periods of sitting. The person in this position needs to occasionally move about inside the office to access file cabinets, office equipment, etc.

2. This position will have frequent contact with others.

3. At times, workloads can be extensive with limited time for response/and or action. Position requires prolonged periods of concentration and the ability to cope with numerous interruptions and changing priorities.

4. General office equipment including computer, printer, scanner, copier, and telephone will be used.

Travel Requirements
0%
Minimum Qualifications

• High school diploma or equivalent.
• Any one of the following from the categories below:
  • Four (4) years (48 months) of work experience comparable to the third level of this series.
  • Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Preferred Qualifications


Previous clerical and records experience. Two years police department experience.



Knowledge, Skills and Abilities

• Ability to train, supervise and evaluate subordinate staff.
• Knowledge of current office technology, and information management techniques.
• Skill in operating personal computers for word processing, spreadsheets and data base applications. Proven ability in designing computer spreadsheet and database applications.
• Ability to communicate effectively with staff and the general public over the phone and in person.
• Ability to read, understand and implement written information. Able to produce meaningful written reports.
• Ability to work independently as needed.
• Ability to perform business math and statistics needed to conduct daily operations and periodic reports.
• Possess a strong working knowledge of business English and have excellent written/oral communication skills.
• Ability to learn, understand and adhere to all applicable safety precautions and procedures.
• Ability to provide the department with regular and predictable work attendance.

Appointment Information


This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 4/29/2024. The minimum starting salary is $55,000 but salary is commensurate with experience.


For more information on Civil Service classifications, please visit the SUCSS web site at .

Application Procedures & Deadline Information


Applications must be received by 6:00 pm (CST) on March 7, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Nikki Hodge at [email protected] . For questions regarding the application process, please contact 217-333-2137.


The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .


Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [email protected] .



Requisition ID : 1023223

Job Category : Administrative Support



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