Public Records & Customer Service Clerk

Village of Schaumburg; Schaumburg (IL); On-site; USD 50,000 - 72,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

PTO and holidays

Tuition reimbursement

Job summary

The Village of Schaumburg is seeking a detail‑oriented records clerk to support customer service, data entry, and clerical tasks within the records division.

You will handle phone calls, process fees, manage subpoenas and FOIA requests, coordinate hearings, and maintain records systems, ensuring compliance with state and federal laws while contributing to department accreditation.

Qualifications

• Education equivalent to a high school diploma.
• At least one year of customer service and clerical experience.
• LEADS certification preferred or able to obtain within three months.
• Proficiency with current computer technology and office software.

Responsibilities

• Assist the public and staff with information and inquiries in person and by phone.
• Process payments, issue receipts, and maintain ledgers and cash drawers.
• Administer the police local adjudication program and attend hearings.
• Maintain and update police records systems and LEADS queries.
• Prepare monthly reports and support division operations.

Skills

Customer service

Clerical work

Data entry

Computer proficiency

Education

High school diploma or equivalent

Tools

LEADS certification

Office software

Records management software

Job description

Requisition ID14204-Posted -Customer Service

NOW ACCEPTINGAPPLICATIONS FOR THE POSITION OF:

Our team is looking for a detail‑oriented, customer‑focused professional to support key operations within our records division. If you’re organized, service‑driven, and ready to make an impact, we’d love to connect with you!

JOB SUMMARY:

This position performs a variety of functions within records in the areas of customer service, data entry, and clerical tasks. This position is responsible for the handling of phone calls, customers, and receipts of payments, data entry, adjudication administration and coordination of monthly hearings, processes subpoenas, Freedom of Information Act (FOIA), background checks, letters of good conduct, and assists in the department accreditation process. Creates, processes, and maintains various accounts receivable systems for the department.

JOB DUTIES:

1. Assists, provides information, and responds to questions and concerns from the public, departmental staff, and other agencies in person and by telephone.
2. Responds to public inquiries for information regarding police reports, accident reports, and other matters; ensuring that the release of records follows state, federal, and local laws.
3. Collects fees and fines for the department, including but not limited to, parking citations, ordinance fines, accident reports, vehicle releases, fingerprinting, batch payments, and other matters; prepares and issues receipts; maintains appropriate ledgers and daily cash drawer balance.
4. Performs clerical functions of the police local adjudication program including boots and administrative tow. Attends adjudication hearings.
5. Reviews, updates, and maintains the police records system to ensure timeliness, completeness, and compliance with the state and federal records depository requirements.
6. Validates records within the state law enforcement agencies data system (LEADS) computer program and queries the Illinois State Police computer program for various data.
7. Maintains CALEA standards and files.
8. Maintains and processes court-ordered documents such as expungements, sealing of files, and subpoenas.
9. Maintains and processes extra duty detail requests.
10. Performs other duties as assigned.

Generates monthly reports as needed. Provides assistance to any position within the division.

QUALIFICATIONS:
1. Education equivalent to a high school diploma.
2. A minimum of one year of customer service and clerical experience that demonstrates a general aptitude for working with the public in a professional environment.
3. LEADS certification preferred or ability to obtain within three months from the date of hire.
4. Proficiency with current computer technology, job-specific software, and customer service systems.

STARTING PAY RATE: $27.47 - $30.56 per hour based on a 35-hour workweek. Salary dependent on qualifications. The salary range for this position is $27.47 - $39.83. This position is represented by a union; you may refer to the AFSCME collective bargaining agreement available on our website.

Please attach as part of your application all necessary documents verifying that you meet the minimum qualifications for the position. Interviews will be conducted as applications are received. This position will remain open until filled.

BENEFITS:

The Village of Schaumburg has a competitive benefit package with coverage that begins on the first day of employment and includes: flexible benefit Section 125 plan including health, dental, vision, and life insurance as well as medical and dependent care flexible spending accounts, and a retirement plan through the Illinois Municipal Retirement Fund. The Village also provides paid holidays, paid vacation, sick leave, tuition reimbursement, succession development, and more.

ABOUT THE VILLAGE OF SCHAUMBURG:
The village employs approximately 600 employees in 12 departments, including police, fire, engineering and public works, communications, community development, cultural services, economic development, finance, general government, human resources, information technology, and transportation. Our employees work to serve the residents and strive to make Schaumburg the best community it can be.

Our Core Values are the heart and soul of how we operate. Customer service, integrity, respect, teamwork, and trust are the values we dedicate ourselves to with the goal of providing excellent services and programs to meet the needs of our community and those within our organization. They guide our actions and serve as the framework for the decisions and contributions we make every day – at every level. Each member of the Schaumburg team is valued, belongs and provides essential services to the residents, visitors, and businesses of Schaumburg. We are proud of the rich diversity of the Schaumburg community, and we want employees to bring their own unique capabilities, experiences, and characteristics to their work in serving the community. The characteristics of humility, empathy, respect, and open-mindedness are cornerstones of our organizational culture. The success of the village depends on our employees, and we are committed to helping employees continue growing and developing in their careers.

SELECTION PROCESS:

The candidate screening process may consist of an application review, skills testing, employability assessment, interviews, and other job-related testing or verifications. Chosen candidates will be subject to background checks and a criminal history investigation. The top candidate will need to successfully complete the post-offer qualifying pre-employment medical examination and drug screen (including cannabis).

Individuals requesting reasonable accommodations under the Americans with Disabilities Act to complete the application process should contact the Human Resources Department at 847-923-3900.

The Village of Schaumburg is an Equal Opportunity Employer