Police Records Clerk

City of Elmhurst; Elmhurst (IL); On-site; USD 35,000 - 53,000; Full time

Job summary

City of Elmhurst is seeking a Police Records Clerk to support the review, preparation and input of police reports, respond to public requests, and manage records requests. The role requires attention to data accuracy and timely processing of subpoenas and FOIA requests, including body cam reviews.

The position involves filing, data entry, and customer service at the police station, with opportunities to train temporary staff and assist in subpoenas and court communications.

Qualifications

• High school diploma/GED; plus one year of administrative support experience or an equivalent combination of education, training and experience.
• LEADS certification must be obtained within three months of hire and maintained for duration of employment.

Responsibilities

• Review arrest paperwork for data accuracy and transmittal to Circuit Clerk’s Office.
• Process records requests and ensure timely delivery by mail or electronic means.
• Respond to subpoenas and FOIA requests, including body cam and squad videos.
• Enter, edit and retrieve data in the computer system and prepare reports using established formats.
• Prepare and update reports and records from multiple sources.
• Respond to customer service inquiries in person, by phone, or email and explain rules or procedures.
• Balance and deposit monies and distribute notices to officers for signatures; transmit to State’s Attorney and court offices.
• Perform expungements of various police records and manage office files.
• Process warrants and check their service status; order and store forms and supplies.
• May train temporary staff and contribute to team efficiency.

Skills

Arithmetic

Directions comprehension

Office support

Record keeping

Data entry

Public interaction

Time management

Team collaboration

Tech adaptability

Attendance reliability

Education

High school diploma/GED

Job description

Provides a variety of office support services related to the review, preparation and input of various police reports; responds to public requests and inquiries about police reports and records.

Essential Functions

• Reviews arrest paperwork for required data; prepares originals for transmittal to Circuit Clerk’s Office; inventories Illinois Vehicle Code (IVC) tickets; sends paperwork to officers for necessary corrections, enters data into database.
• Processes records requests; mails to appropriate requestor’s destination; ensures timelines for delivery are met.
• Reviews and responds to subpoenas.
• Reviews and responds to FOIA requests, including body cam and squad videos, using specialized software.
• Enters, edits and retrieves data and prepares periodic or special reports, using a computer system and following established formats and menus; performs production computer information entry.
• Prepares and updates a variety of reports and records that may require consolidating materials from several sources.
• Responds to customer service requests in person at the police station, via telephone and through email; provides information regarding City or departmental activities and functions that may require the explanation of rules, policies and/or procedures.
• Receives, balances and deposits monies.
• Distributes copies of court notices and documentation to officers for signatures; ensures transmittal of completed documentation to State’s Attorney and court offices.
• Performs expungements of various police records.
• Establishes and maintains office files; researches and compiles information from such files; purges files as required.
• Processes warrants; checks warrants to determine if they have been served.
• Orders, copies, stores and arranges forms and supplies required by department staff.
• May train and direct the work of temporary staff for special projects or programs.
• Contributes to the efficiency and effectiveness of the unit's service to its customers by offering suggestions and directing or participating as an active member of a work team.
• Demonstrates courteous and cooperative behavior when interacting with public and staff; acts in a manner that promotes a harmonious and effective workplace environment.

Qualifications

• High school diploma/GED; AND one year of administrative support experience; OR an equivalent combination of education, training and experience as determined by Human Resources.
• LEADS certification required within three months of hire and for duration of employment.

Required Knowledge & Skills

• Making accurate arithmetic calculations.
• Understanding and following oral and written directions.
• Performing detailed office support work.
• Maintaining accurate office files.
• Entering numerical and related information into a computer system with speed and accuracy.
• Working collaboratively with the public and staff.
• Organizing own work, setting priorities and meeting critical deadlines.
• Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
• Establishing and maintaining effective working relationships.
• Regular and reliable attendance is an essential function of this role.
• Adapts quickly to evolving technology, embracing new tools, systems, and processes to improve efficiency and support organizational needs.

Salary and Benefits

Salary Range: $25.48-$38.22/hr DOQ. FLSA Status: Non-exempt. Benefits: Includes medical, dental, vision and life insurance (City contributes annually half the cost of the deductible to employee HSA), tuition reimbursement, paid time off, and participation in the Illinois Municipal Retirement Fund (IMRF).

Offers of employment are subject to successful completion of background check, drug screen, and physical.

Applications will be accepted through close of business on Friday, November 13, 2026.

The City of Elmhurst is an equal opportunity employer.