Mount Prospect, IL – Records Specialist

Village of Mount Prospect; Mount Prospect (IL); On-site; USD 57,000 - 68,000; Full time

Benefits offered by this job

IMRF pension

Health plans

Life insurance

Longevity pay

457 retirement plan

Job summary

The Village of Mount Prospect’s Police Department seeks a Records Specialist to support the Records Division with clerical duties, document processing, and public inquiries. You will maintain police records, enter data into LEADS, process FOIA requests, and coordinate with other agencies while upholding confidentiality and integrity.

This full-time, non-exempt position offers a comprehensive benefits package and a Monday–Friday schedule, with opportunities for certification and professional

Qualifications

• High School diploma or GED required.
• 1–2 years office experience with strong customer service.
• General knowledge of Police Department policies and LEADS preferred.
• Ability to obtain LEADS certification within 6 months of hire.

Responsibilities

• Provide excellent customer service to staff, agencies, and the public.
• Compile and organize police records including tickets, reports, warrants, and fingerprints.
• Distribute reports to personnel/agencies; liaise with State’s Attorney and Circuit Clerk.
• Maintain LEADS data entry, storage, and compliance with federal/state requirements.
• Perform specialized tasks such as background checks, FOIA releases, subpoenas, and searches.
• Learn all Records Division duties and cover for others when needed.
• Perform other tasks as assigned by Records Supervisor or Administrative Commander.

Skills

Customer service

Communication

Professionalism

Confidentiality

Education

High School Diploma or GED

Tools

LEADS system

Job description

The Village of Mount Prospect is seeking a qualified Records Specialist position within the Police Department. The Records Specialist of the Records Division is a civilian employee under direct supervision of the Records Supervisor. The police records specialist performs a wide variety of specialized clerical duties in support of the department including processing and maintaining documents, correspondence and coding reports, and providing information and assistance to other agencies and the public.

The Records Specialist effectively communicates, maintains confidentiality, and acts in a professional manner in all dealings with the general public and department personnel. This position makes responsible decisions in compliance with the orders, policies, procedures, rules and regulations of the department with the highest level of integrity.

Duties include, but are not limited to:

• Provide excellent customer service to Police Department staff, other law enforcement agencies, and the public both in person, over the phone, and through electronic correspondence.
• Compile, enter, record and organize a wide variety of police records including tickets, reports, warrants, memos, letters, reports, complaints, booking information, restraining orders, citations and fingerprint results.
• Manage and distribute crime reports, traffic reports, citations, warnings or any other forms generated by Department to the appropriate personnel and agencies. Act as a liaison between the Police Department, State’s Attorney and the Circuit Clerk of Court office; maintain continuity between departments
• Maintains LEADS ensuring accurate data entry, storage, and access; maintain compliance of records management system with various federal and state requirements.
• Perform specialized tasks as assigned by the Records Supervisor or Administrative Commander, such as conducting criminal background checks, process and release reports in accordance with FOIA requirements, compile subpoena discovery for court dates, scan and verify traffic stop reports, and conduct generalized searches and inquiries.
• Familiarize self with all aspects of the Records Division. Be able to fill in during absence of other specialists.
• Perform such other tasks as assigned by the Records Supervisor or Administrative Commander.

The candidate must have a High School Diploma or GED, a minimum of 1-2 years office experience, including customer service. General knowledge of Police Department policies, procedures, and LEADS (Law Enforcement Agency Data Systems) certified preferred. Ability to become LEADS (Law Enforcement Agency Data Systems) certified within six (6) months of date of hire.

Starting salary for this position is $56,525 – $67,829 when annualized, depending on qualifications. Excellent benefits include IMRF pension, holiday, sick, personal and vacation time, comprehensive health plans, life insurance, longevity pay and 457 retirement plan. This position is FLSA non-exempt. The hours are Monday-Friday 9:00 A.M.- 5:00 P.M.

The Village of Mount Prospect is an Equal Opportunity Employer and strives to be a welcoming and inclusive place for all. People of diverse backgrounds, veterans and those with disabilities areencouraged to apply.