Rockford Park District · 1 week ago
Administrative Specialist - Park Police
Rockford, IL
Full-time
Onsite
Mid Level
3+ years expRockford Park District is committed to providing a quality park and recreation system. The Administrative Specialist - Park Police provides high-level administrative, records, and compliance support to the Police Department, ensuring efficient and professional operations through confidential records management and regulatory reporting.
EducationRecreationSports
Responsibilities
Prepares written drafts of Board agenda items as requested and assists staff in proceeding toward a final document. Ensures that all Board agenda items follow consistent formats as established by the Director’s Office and that correct Governing Policies are stated
Maintain accuracy, timeliness, and compliance standards for all records, payroll submissions, CJIS-related tasks, and legal reporting requirements
Maintain strict confidentiality of all police systems, records, processes, and sensitive information
Process, forward, file, and maintain police reports, accident reports, citations, warnings, and statistical reports
Log and transmit traffic citations to the Circuit Clerk’s Office
Respond to requests for police documents from State’s Attorney offices, external law enforcement agencies, and internal departments
Assist with and process Freedom of Information Act (FOIA) requests in coordination with Command Staff
Draft, update, and maintain the Police Department Office Procedures Manual
Maintain and audit the electronic door access system (C-Cure), including activating/deactivating access cards and conducting semiannual access reviews
Operate the Intercom Alert System and control building access during emergencies at the Webbs Norman Center
Screen incoming calls and route inquiries appropriately to protect Command Staff time and resources
Prepare requisitions; purchase and maintain inventory of office supplies, safety equipment, ammunition, and evidence packaging supplies
Coordinate receipt of subpoenas and manage court notifications, calendars, and reminders for officers
Work with the Administrative Sergeant to process and code Police Department invoices
Process, enter, and transfer Police Department payroll; answer payroll-related questions and review timecards weekly
Participate in cross-training and provide continuity of administrative operations during staff absences, emergencies, or peak operational periods
Coordinate logistics for new hire selection days, including testing materials, staff assignments, supplies, sign-in processes, and candidate file management
Maintain personnel and training files for full-time and part-time officers; forward required documentation to Human Resources
Print, distribute, track, and collect required in-service training materials and tests
Maintain departmental contact lists, email distributions, and internal communications
Tracks and manages state-sponsored and mandated training for Park Police staff, including registrations, records, and compliance deadlines
Support internal and external audits, accreditation reviews, and records inspections by maintaining organized, accessible, and compliant documentation
Maintain Criminal Justice Information Services (CJIS) certification and complete required security and privacy training
Support and participate as a team member of the CAPRA Accreditation process
Maintain training and registration databases for public and departmental programs (e.g., firearms qualification, AED/CPR/First Aid)
Maintain memberships and renewals for Command Staff professional organizations (e.g., IACP, ILACP, IPLEA, NOBLE).Maintains a working knowledge of department safety procedures. Attend safety training programs and educational in-service trainings as required
Submits and tracks reimbursement requests for grant-funded programs and initiatives, ensuring required documentation and compliance
Report part-time officer hours semiannually to the Illinois Law Enforcement Training and Standards Board (ILETSB)
Update the Firearms Training Roster annually and maintain the EDI database with ILETSB, serving as the point of contact for appointments and separations
Enter Traffic Stop and Pedestrian Stop data into IDOT’s statewide racial profiling databases
Maintain confidentiality of juvenile records
Process court-ordered expungements and securely retain expunged records as required by law
Complete Uniform Crime Reporting (UCR) submissions to the Illinois State Police for FBI crime statistics
Provide administrative support during emergency or critical incidents, including command support, access control coordination, and communications assistance as directed
Greet visitors and direct them to the appropriate department contact
Provide general clerical and scheduling support to the Chief of Police and department personnel
Assist with hiring, onboarding, handbook training, and orientation for part-time police officers and security staff
Remain flexible and responsive to departmental needs, including assisting with special projects
Qualification
Required
Associate's degree in Business Administration, Criminal Justice, Law Enforcement–related field, or similar discipline required
Three (3) to five (5) years of progressively responsible administrative experience, preferably in a law enforcement or public sector environment
Demonstrated understanding of confidentiality, ethics, and legal responsibilities related to sensitive, juvenile, and protected law enforcement records
Ability to work independently while exercising sound judgment and discretion
Demonstrated ability to maintain confidentiality and handle sensitive information
Strong interpersonal and customer service skills
Effective written and verbal communication skills
Working knowledge of law enforcement records systems and administrative processes
Understanding of Park District operations, policies, and trends
Knowledge of accounting, purchasing, and payroll procedures
Familiarity with local court and judicial systems
Proficiency in Microsoft Office applications (Word, Excel, Access, PowerPoint, Outlook)
Ability to collaborate with local, state, and federal law enforcement agencies
Strong organizational, problem-solving, and decision-making skills
Benefits
Health Insurance: Choose from three PPO Plans administered by BlueCross/BlueShield of Illinois, including a High Deductible Health Plan (HDHP) with an option for a Health Savings Account (HSA).
Dental Insurance: Coverage through BlueCross/BlueShield, with a $2,000 individual annual maximum.
Vision Insurance: Provided by EyeMed, offering discounts on frames, lenses, and other vision services.
Wellness Program: Empower Health Services offers a variety of programs and resources to support employee well-being, including wellness challenges and health resources.
Employee Assistance Program: Confidential counseling and support for personal and work-related challenges through SupportLinc.
Retirement Plans: Illinois Municipal Retirement Fund (IMRF) pension with voluntary additional contributions & optional 457(b) deferred compensation.
Life Insurance: Employer-paid life & AD&D (2x salary, up to $300K) plus optional voluntary coverage.
Critical Illness & Accident Insurances: Provides financial support by covering out-of-pocket costs for covered critical illnesses and offering optional accident insurance for additional protection.
Tax-Free Accounts: HSA (with HDHP) & FSA for medical and dependent care expenses.
Employee Crisis Fund: Provides financial assistance of up to $2,500 for unforeseen emergencies such as medical crises, loss of a primary residence, or a family tragedy. Repayments are made through bi-weekly payroll deductions with flexible terms.
Paid Time Off: Vacation, Sick Leave, Holidays, Personal Days, Bereavement, and various leave programs.
Employee Participation Program: Use for District programs or passes including: Nicholas Conservatory & Gardens, Golf Membership, or up to $400 on a card to use throughout Park District facilities.
Exclusive Discounts: Local partners, safety shoe reimbursement, and more.
Unique Benefits: Legal, identity theft, and pet insurance options.
Company
Rockford Park District
Rockford Park District is a recreation destination that offers summer camp, leagues, and sports lessons.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase