at City of Belleville in Belleville, Illinois, United States
Job Description
Job Summary
Under the direction of the Administrative Supervisor; performs a wide variety of routine and complex clerical/secretarial duties processing, maintaining and controlling police records, maintaining the security and confidentiality of all records and documents. The Administrative Division Secretary will be trained on all aspects of handling records, expungements and will report directly to the Administrative Supervisor.
Job Scope
This position has no supervisory or budgetary responsibilities.
Principle Duties and Responsibilities
• Receive requests and subpoenas for copies of case reports, responds to the requests in a timely manner, and issues responses compliant with applicable laws, policies and rules, including the Freedom of Information Act (FOIA).
• Will maintain confidentiality of information, which is acquired as a result of involvement with the operations of the Police Department.
• Enter and record data for records, including but not limited to, traffic tickets, prisoner logs, accident reports, case dispositions, stolen/recovered vehicles and bicycles, D.U.I. reports, citations, warnings, etc.
• Scan and attach documents to the corresponding case report within the Records Management System (RMS) on a daily basis; ensure that all information is entered properly and is available to end users on a timely basis.
• Assist State’s Attorney, City Attorney, outside agencies, insurance companies, co-workers, and general public by locating, copying and distributing offense, incident, arrest, body camera video’s and accident reports.
• Collect money and receipts for parking tickets, accident and case reports, balance ledger and send receipts and money to Treasurer’s office.
• Answer Records Division telephones, answering questions and/or directing calls as needed.
• Establish and maintain a professional, effective and cooperative working relationship with all Police Department employees, City of Belleville employees, representatives of other law enforcement agencies, and the general public.
• Perform other duties as assigned. Skills, Knowledge and Abilities Require
