Records Specialist

Records Specialist

The Records Specialist is a non-sworn member of the Winnetka Police Department. This full-time position compiles reports and statistics, maintains logs and records, and processes warrants, citations, and case records. The Records Specialist has frequent public contact and works independently. The position requires the ability to receive and process information, understand and accurately carry out verbal and written instructions, prioritize tasks, maintain confidentiality of information and material, and exercise discretion and judgment in accordance with established rules, policies, practices, and procedures.

Essential Functions

• Perform data entry, information management, quality control, and maintenance of databases and paper files of Police Department records.
• Operate, enter, and retrieve data from computer systems, such as the Law Enforcement Agencies Data System (LEADS), National Crime Information Center (NCIC), Computer Aided Dispatch (CAD), and other law enforcement databases.
• Review, ensure compliance, classify, photocopy, and route incident reports for recording and filing; prepare monthly, quarterly, and annual reports for the Department and other agencies as assigned.
• Provide support for all aspects of warrant documentation, including data entry for warrants received and served.
• Respond to requests from other law enforcement agencies, court systems, and insurance companies for traffic stop data, collision data, background checks, and subpoenas.
• Coordinate the Village's administrative hearing process, including assigning court dates, coordinating legal resources, preparing court files, attending hearings, recording, and processing hearing outcomes.
• Provide customer service to Police Department visitors, obtain factual information for response to requests for service, and assist visitors with proper form completion.
• Log, photocopy, post, and maintain files of court-related documents.
• Prepare court key schedules and issue citation books.
• Assist in expunging, purging, and sealing records in compliance with the Department's records retention schedule and state and local requirements.
• Monitor the prisoner holding facility, maintain prisoner check logs, and report to shift supervisor(s) regarding prisoner security. Conduct prisoner well-being inspections in the holding facility without physical interaction.
• Process court transmittal sheets and other court documents.
• Receive and direct service requests for other Village departments, such as Public Works, Water & Electric, and Community Development when the departments are unable to receive requests directly, and coordinate their responses.
• Receive and route non-emergency telephone calls and in-person inquiries to appropriate contact; record accurate messages for police personnel. Schedule facility tours and conference room requests, and deliver mail, messages, and faxes to personnel in departmental offices.
• Assist with preparation of all liquor licenses and special event, solicitor, and raffle permits.
• Assist with processing Freedom of Information Act (FOIA) requests, including records research and assembling responsive records for review by the Records Supervisor. Maintain Freedom of Information (FOIA) Officer Certification.
• Compose correspondence, memoranda, and other material requiring attention as to accuracy and completeness.
• Assist with parking citation management including the Denver Boot program.
• Maintain department supply inventory, including office supplies and community relations items.
• Research information and prepare statistical reports as assigned.
• Complete training programs required by Department policy or government regulations.
• Maintain working knowledge of Departmental SOPs as well as applicable Federal and State regulations.
• Performs other duties as assigned.

Desired Minimum Qualifications

• High School diploma or GED equivalent.
• Six (6) months of related experience or any equivalent combination of education, training, and experience.
• Ability to obtain LEADS certification within thirty (30) days of hire.
• Ability to learn and understand police terminology, rules, regulations, policies, procedures and operations, and apply the same.
• Ability to handle confidential material and information in an ethical and professional manner.
• Excellent verbal and written communication, analytical, interpersonal, problem-solving, multi-tasking, and decision-making skills.

Other Requirements

Schedule: Work is performed in between 8:00 a.m. to 5:00 p.m. Monday through Friday, 8 hours daily, 40 hours weekly.

Village of Winnetka

Position Range: $62,968 - $88,601 annually

Benefits

Insurance Benefits Effective 1/1/2026

• BlueCross BlueShield Health Insurance – PPO Plan 1 Highlights:
• Deductible: $400 (per person, in-network)
• Office Visit: $20
• Co-Insurance: 90% (in-network), 70% (out-of-network)
• Employee Rate (24 pay checks):
• Employee Only: $65.57
• Employee + 1: $131.14
• Family: $187.21
• BlueCross BlueShield Health Insurance – PPO Plan 2 Highlights:
• Deductible: $5,600 (per person, in-network)
• Office Visit: Deductible applies, then $0
• Co-Insurance: 100% (in-network), 80% (out-of-network)
• Employee Rate (24 pay checks):
• Employee Only: $50.43
• Employee + 1: $100.86
• Family: $143.98
• BlueCross BlueShield Health Insurance – HMO Highlights:
• Deductible: Unlimited
• Office Visit: $20
• Co-Insurance: 100% (in-network)
• Employee Rate (24 pay checks):
• Employee Only: $46.31
• Employee + 1: $92.65
• Family: $132.22
• Delta Dental PPO:
• Deductible: $50 (per person)
• Annual Maximum: $1,500 (per person)
• Employee Rate (24 paychecks):
• Single: $0
• Employee + 1 Dependent: $20.63
• Family: $47.23
• EyeMed Vision Insurance:
• Annual Eye Exam Co-pay: $0
• Annual Frame Allowance: $200, plus 20% off the balance over $200
• Annual Lens Allowance: $200
• Employee Rate (24 paychecks):
• Single: $0.00
• Employee + 1 Dependent: $4.24
• Family: $8.44
• Securian Life Insurance:
• All employees receive Village–paid basic term life coverage valued at 1x base salary and Employee Assistance Program (EAP) services
• Optional Life Insurance with Accidental Death and Dismemberment (AD&D) Coverage for Employees, Spouses, and Children is available for purchase (100% Employee-Paid)
• National Conference on Public Employee Retirement Systems (NCPERS):
• Voluntary life insurance for Illinois Municipal Retirement Fund (IMRF) employees (optional for purchase)
• Discovery Benefits Flexible Spending Accounts (FSA):