What are the responsibilities and job description for the Records Specialist position at City of Champaign?
JOB
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
EXAMPLE OF DUTIES
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
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.
- Specialized clerical training or certification in records management or a related area.· Degree in criminal justice, public administration, business administration, or a related field.· Prior experience in law enforcement or public records management.· Experience with records management or FOIA database systems or software.
EXAMPLE OF DUTIES
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
Salary : $73,554 - $83,734
