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NEOGOV · 4 months ago

Records Supervisor

Huntley, IL

Full-time

Onsite

Mid, Senior Level

$72K/yr - $101K/yr

3+ years exp

The Village of Huntley is seeking an experienced Records Supervisor to join their Police Department. This role involves overseeing a records team, improving data management processes, and ensuring compliance with records management standards.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Supervise Records Team: Lead a team of two full-time and one part-time records employees, ensuring efficient operations and a smooth workflow; interacts with Village employees and the public as a representative of the Police Department; answers incoming calls and routes callers or provides information on citizen inquiries concerning reports and records, as required; refers questions of policy and administration to the appropriate personnel

Data Collection and Management: Coordinates the efforts of the Records division personnel, including, but not limited to, subpoena requests, and expungement processing; reviews, adheres to, and acts on Secretary of State records disposal guidelines; maintains the court calendar for the department; maintains inventory of citations, forms, and Records’ supplies as well as monthly and annual Records’ reports

Technology Integration: Researches, plans and implements various technology solutions to improve records management, improve processes for programs including report writing programs, electronic traffic and p-ticket ticketing, and streamline workflows

Process Improvements: Review and refine internal data collection and records management procedures, recommending technological and procedural improvements

Freedom of Information Act (FOIA) Officer Responsibilities: Within the Records department, collects and prepares all documents necessary for any FOIA requests for the department and submits them through the Village’s portal for review within the applicable timeframe per the law

Accreditation Maintenance: Supports the Accreditation Manager to ensure the department meets and maintains those standards required by the Commission on Accreditation for Law Enforcement Agencies (CALEA). Prepares documents, assists with reports, and organizes time-sensitive documents utilized in the accreditation process

Qualification

Records managementTechnology integrationLeadership skillsData collection systemsFOIA complianceNIMS certificationCustomer relationsMicrosoft SuiteConflict managementConfidential information handling

Required

Possession of an Associate's Degree from an accredited college in business administration, general studies, or a related field is required

Minimum of three years of progressively responsible experience in local government serving in a managerial capacity; or any equivalent combination of education, training, and experience

Possession of a valid Illinois driver's license with a satisfactory driving record

State of Illinois LEADS certification or ability to obtain upon hire

Completion of all required NIMS courses or the ability to complete within one year of hire

Freedom of Information Act (FOIA) Officer upon hire

Proficient knowledge of personal computer skills, e-mail, Microsoft suite, and database activity

Department standard operating procedures, policies, and programs

Applicable federal, state, and local laws, ordinances, rules, and regulations

Record keeping, report preparation filing methods, and records management techniques

Extensive leadership skills to effectively and efficiently organize, direct, and coordinate the activities, personnel, and equipment of the department

Excellent skills with regard to researching, compiling, and summarizing a variety of informational and statistical data

Customer relations

Handle confidential information. Manage and maintain sensitive and confidential information ensuring it is handled securely and in compliance with the Village's policies and procedures; upholding strict confidentiality in dealing with sensitive information including personnel matters, legal documents, financial data, and other information

Effectively manage conflict