Records Specialist

Salary : $73,554.26 - $93,915.12 Annually

Location : Onsite in Champaign, IL

Job Type : Full Time

Department : Police - Administration

Opening Date : 01 / 31 / 2025

Closing Date : 2 / 16 / 2025 11 : 59 PM Central

FLSA : Exempt

Bargaining Unit : NBU

Description

Are you detail-oriented, organized, and passionate about public service? The City of Champaign is seeking a highly knowledgeable and motivated Records Specialist in the Police Department to maintain public records, ensure compliance with legal regulations, and lead a dedicated team in fulfilling Freedom of Information Act (FOIA) requests and Vehicle Division administrative tasks. Are you ready to join our team?

Responsibilities of Position

The Records Specialist coordinates FOIA requests by tracking incoming requests and responsive records in the FOIA database, assigning requests to staff, coordinating with departmental staff on electronic and hard copy record research and retrieval, redacting information, corresponding with requesters, and monitoring the status of each request. They ensure compliance with statutory and regulatory timeframes and other requirements which may involve consulting with staff in the Legal Department on complex requests and redactions. The Records Specialist performs administrative tasks for the Vehicle Division, such as tracking towed vehicle statuses, coordinating releases, overseeing towing service compliance, and issuing junk titles. They ensure the accuracy, security, and compliance of police department records; supervise, train, and provide performance feedback to staff; and optimize workflows. Additional duties include preparing reports, interpreting policies and procedures, and supporting audits and inspections.

Required Qualifications

• High school diploma or equivalent.
• Experience with records management, including the systematic control of records throughout their lifecycle, in compliance with access, retention, and disposal requirements.
• Strong understanding of FOIA laws.
• Exceptional communication, organizational, and customer service skills.
• Ability to plan and manage the work of subordinate staff.
• Proficiency in Microsoft Office Suite or similar applications.
• Possess or be able to obtain within an approved timeframe State of Illinois FOIA Officer and Illinois State Police Law Enforcement Agencies Data System (LEADS) certifications.

Preferred Qualifications

Drug screening, criminal history record check, and background investigation will be required. The annual starting salary range is $73,554 - $83,734, DOQ, plus an excellent fringe benefits package. Applications must be submitted online no later than Sunday, February 16, 2025.

Other Information

The City of Champaign is an Equal Opportunity Employer. Women, minorities and individuals with disabilities are encouraged to apply. The City of Champaign is committed to promoting a work environment and a community that values and supports diversity and inclusion. Contact the Human Resources Department at (217) 403-8770 Monday through Friday from 9 a.m. to 4 p.m. if you require an accommodation to complete this application or during any phase of the application, interview, or employment process.

The following locations offer free Internet access and assistance : Champaign Public Library, the Illinois WorkNet Center and the City of Champaign City Building.

Our mission is to provide responsive, caring, cost-effective service in partnership with our community.

These values guide our work :

Personal Integrity

We act in the best interests of the City

We behave in an ethical and legal manner

We are open and honest

We follow through on commitments

We are loyal to the City

Responsibility

We anticipate issues, problems, and opportunities

We take initiative

We act to prevent and solve problems

We take responsibility for the outcome of our actions and decisions

We hold ourselves and others accountable

Respect

We treat others in a fair, courteous, and equitable manner

We actively listen and seek understanding

We provide a direct response

We embrace ethnic and cultural diversity in the community and our workplace

We are positive and cooperative

We are willing to apologize

Teamwork

We know and respect our roles and responsibilities

We ask who needs to be involved and we involve others appropriately

We define and agree upon the goals

We collaborate to achieve organizational goals

We help others accomplish their goals

We share authority, responsibility, and credit

Results

We take pride in our work

We complete assignments and projects on time and within budget

We evaluate outcomes and seek feedback on our performance

We learn from our mistakes

We innovate

This position is classified as Non-Bargaining Unit Exempt.

HEALTH INSURANCE

The City offers employee's a robust Health Alliance HMO plan.

The City of Champaign pays up to $580 of the employee (single) health insurance premium and 50 percent of the dependent premium for continuous full-time employees or 25 percent of the dependent premium for continuous part-time employees. Premiums for single employee coverage above $580 per month are shared by the employee and the City. For the 2024 / 2025 plan year, NBU employees contribute 1.2017 percent of their salary for the HMO plan. Premiums may be made on a pre-tax basis, through the City's Section 125 plan. Health insurance coverage begins on the date of hire and ends effective the date of employment separation.

Rates are available under the Fringe Benefit Summaries section on the City's website at

DENTAL AND VISION INSURANCE

Employees may purchase dental and / or vision insurance through payroll deduction. Employees pay 100 percent of the monthly premium for this coverage. Premiums for dental and vision insurance may be made on a pre-tax basis, through the City's Section 125 plan. Dental and vision insurance begins after waiting for one complete calendar month (e.g., if hire date is in the month of January, coverage begins on March 1st).

The dental plan has two options : Delta Dental Network Low Plan (PPO) and Delta Dental High Plan.

Vision insurance is provided by EyeMed.

Rates are available under the Fringe Benefit Summaries section on the City's website at

LIFE INSURANCE

The City provides a term life insurance policy equal to annual salary rounded to the next highest thousand dollars (up to a maximum of $100,000), or $30,000, whichever is greater. Employees may elect to purchase voluntary supplemental life insurance for themselves up to 5x their annual salary or $500,000 (whichever is lower), through payroll deduction. Employees may also purchase term life for their spouses / dependents.

o Option #1 : $3.60 / month for $10,000 for spouse and $5,000 for any / all eligible children.

o Option #2 : $1.80 / month for $5,000 for spouse and $2,000 for any / all eligible children.

PENSION

Illinois state law requires that eligible municipal employees be covered by the Illinois Municipal Retirement Fund (IMRF). Employee contributions to IMRF are 4.5 percent of salary and are tax-deferred. For 2024, the City contributes 6.46 percent of eligible employee's salaries to IMRF. In addition, IMRF members are covered by Social Security (FICA). Obtain additional information by contacting IMRF at 1-800-ASK-IMRF. Employees are eligible to contribute additional funds to IMRF through Voluntary Additional Contributions. Contact HR for details.

RETIREMENT HEALTH SAVINGS (RHS)

A retirement health savings plan administered by the Mission Square Retirement Corporation has been established for NBU employees. NBU employees participate in a mandatory contribution of 1 percent of pre-tax salary into an RHS investment account. This account is available for use by the employee at retirement or separation of service. Eligible uses of the funds include medical expenses such as health insurance premiums, dental / vision expenses, coinsurance, and co-pays for employees, spouse, and / or dependents. Note : Upon separation, a mandatory 50 percent of accrued vacation, compensatory and payout-eligible sick leave will be contributed to your RHS balance.

HOLIDAYS

New Year's Day

Martin Luther King, Jr.'s Birthday

Memorial Day

Juneteenth

Independence Day

Labor Day

Veterans Day

Thanksgiving Day

Friday after Thanksgiving

Christmas Eve

Christmas Day

PERSONAL LEAVE

At the beginning of each fiscal year July 1st, continuous full-time employees are credited with three personal days (24 hours); personal days are pro-rated for continuous part-time employees. Personal leave may not be accumulated and carried over into the next fiscal year. Personal leave during the first year of employment varies based on the date of employment.

VACATION

Vacation accrual rates are based on years of service and pro-rated for part-time employees. Vacation may be taken after six months of employment. Requests for leave to be taken during the initial six months of employment must be approved by the employee's supervisor and may be permitted through a combination of personal leave, unpaid leave, flex time, and / or compensatory time.

SICK LEAVE

Continuous full-time employees accrue sick leave at the rate of 3.69 hours per pay period (approximately 1 day per month); sick leave accrual is pro-rated for continuous part-time employees. The maximum accumulation of sick leave is 1,200 hours. T

LONGEVITY PAY

Employees receive longevity pay based upon their years of continuous employment with the City. Longevity pay is an addition to the employees' base wage rate.

CREDIT UNION

Employees may join the Credit Union I. Payroll deduction for savings and credit union loan payments are available as well as a deduction for a savings bond program and Christmas Club. Additional information can be obtained by contacting the Credit Union directly at (800) 252-6950.

DEFERRED COMPENSATION PLAN

The City of Champaign offers employees the opportunity to participate in a tax-deferred annuity plan of the Mission Square Retirement Corporation through payroll deduction. This is an optional plan with no City contributions. More information may be obtained by contacting Client Services (1-800-669-7400).

HANDBOOK

View the current Non-Bargaining Unit (NBU) Handbook at

Please select the option below that best describes your highest level of education :

If you selected Associate Degree or higher in question #1, please specify the type of degree and major.

Please list any specific courses, certifications, or training you have completed related to FOIA requests, records management, or public records administration. Include the course / training title(s), certification(s), and educational institution or training provider(s).

Do you have any previous experience working with records management throughout their lifecycle including access, retention, and / or disposal?

If you answered "Yes" to question #5 above, please briefly describe your relevant work history and the nature of your experience, including the type of records handled and your role.

Describe your experience that demonstrates your ability to plan and manage the work of subordinate staff. If you have no experience in these areas, enter N / A.

Describe your experience and familiarity with Illinois FOIA regulations under Illinois Freedom of Information Act (5 ILCS 140) . If you have no experience or familiarity with this law, enter N / A.

Describe your experience using Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) or similar applications. Provide specific examples of your proficiency, such as the use of advanced functions, such as formatting, formulas, macros, etc., that will help assess your skill level. If you have no experience, enter N / A.

Provide an example of a situation where you had to demonstrate strong organizational skills to complete a task or project.

Do you currently possess, or would you be able to obtain within an approved timeframe, State of Illinois FOIA Officer certification?

Do you currently possess, or would you be able to obtain within an approved timeframe, L.E.A.D.S. certification?

Please describe your experience with records management in a law enforcement agency or public sector environment. If none, enter N / A.

List any records management or FOIA database systems or software you have experience using, such as Tyler RMS, Tyler CAD, JustFOIA, etc.

Required Question

Salary : $73,554 - $83,734