Police Records Clerk

Winfield Police Department - Winfield, IL


POSITION TITLE: Police Records Clerk

DEPARTMENT: Police Department

STATUS: Full-Time, Non-Exempt

SUPERVISOR: Police Chief



SALARY RANGE: $46,582 - $62,603

UPDATED: 6/93, 1/96, 5/99, 5/16, 5/17


This is responsible and specialized clerical work in the maintenance and creation of Village police records.

An employee in this class is responsible for maintaining all police records required by the Police Department and/or pertaining to court activities. Work requires a high level of accuracy, proficiency, effectiveness and efficiency in records maintenance, as well as proficiency in the use of the Law Enforcement Data System (LEADS) and National Criminal Information Center (NCIC) computer networks. It also may involve responsibility for the collection of and accounting for monies received from the public. The records clerk serves under the supervision of the Chief of Police or his/her designee. This employee also performs limited secretarial functions to support the Departments command or investigative staff. Work is reviewed and inspected through written reports, records and results obtained.


The incumbent: prepares routine police reports such as accidents, complaints, and offenses on a daily basis; maintains a warrant file, stolen bicycle file, and "mug shot" album; processes requests for expungement of criminal records; types memoranda, letters, and other documents for police Department personnel; serves as Police Department collector receiving payments for parking fines, traffic citation fines, fees for requested accident report copies and in-house court payments; and prepares bank deposits from cash register, balancing cash drawer prior to preparing deposit slips.

Serves as desk receptionist and answers telephone; opens and distributes mail; orders supplies as needed; operates LEADS/NCIC terminal to respond to inquires or to obtain information on vehicle and driver registration or criminal histories; prepares and transmits data from citations to the DuPage County Circuit Clerk via computer; makes copies of police records as requested by other agencies or the public [within the context of Freedom of Information regulations]; may serve as a matron by assisting in searches of female prisoners.

Compiles monthly Uniform Crime Reporting (UCR) statistics for submission to the State Police and the Federal Bureau of Investigation; compiles accident data summaries for submission to the Illinois Department of Transportation; and compiles reports on police activities for submission to the Village Manager; reviews all Illinois Vehicle Code (IVC) citations and arrest forms for proper coding; maintains office filing systems [both paper and electronic] for reports, correspondence and technical information; and searches files to obtain requested materials.

Serves as court liaison for local traffic court; arranges the tickets and evidence for traffic court; prepares the traffic court schedule where assignment of court dates is made to all officers; interacts with clerical


This is a sedentary job which requires a sighted individual (vision corrected to 20/20) for computer usage and significant file reading skills. This work requires an individual with normal hearing (i.e., hearing corrected to normal ranges) for over-the-counter direct contact and telephone contact with the public. Significant typing duties require sufficient manual dexterity for typing at a speed of 55 words per minute.

And as an employer concerned with the safety and the welfare of its employees and the citizens it serves, the Village of Winfield acknowledges its responsibility for providing and maintaining safe environments and conditions for working and living. As an employee of the Village of Winfield, you are charged with the responsibility of supporting and cooperating with the safety requirements as outlined in the Personnel Manual (See section 9, pages 42-51, of the Personnel Manual). Failure to comply with the safety requirements could result in disciplinary action.


Incumbents of positions in this class should possess: considerable knowledge of the operation and care of a typewriter or computer; considerable knowledge of police records maintenance work and court system clerical operations; good knowledge of business English, spelling, and commercial arithmetic; knowledge of operation of standard office equipment; some knowledge of general police procedures and of business office procedures; and a good knowledge of geography of Village.

Ability to deal with emotionally unstable, uncooperative, uncommunicative, frightened or hostile members of the general public; ability to understand and follow oral and written instructions and to speak and answer questions in a clear, concise and polite manner; ability to read and write and perform basic mathematics; ability to establish and maintain complex paper and electronic filing systems; ability to work with minimal supervision; ability to read and interpret maps; ability to handle multiple tasks and prioritize responses in stressful situations; and demonstrated ability to establish and maintain effective working relationships with co‑workers, other departments and the general public.


To competently perform all position responsibilities, a successful candidate should possess: the knowledge equivalent of a high school diploma, including or supplemented by courses in typing and office equipment and procedures; demonstrated ability to achieve a typing speed of 55 words per minute; ability to pass a work related background investigation; or an equivalent combination of training and experience.


Any successful applicant for this position must be able to successfully pass a thorough background investigation that includes showing a clean record regarding felony and/or misdemeanor convictions or arrests. Successful candidates may be required to obtain LEADS Operator certification from the State Police within six months of the date of employment.


This class specification is intended to merely identify and illustrate the kinds of duties that may be assigned to positions allocated to the class. It should not be interpreted to describe all the duties whose performance may be required of an employee holding a position in this class or to limit the nature and extent of assignments such an employee may be given.

Applications are being accepted until position is filled, with a first review of applications September 30, 2019. Interested candidates should submit a cover letter explaining interest in the position, resume, and a completed job application through this site.

Village of Winfield Job Applications can be found HERE: http://www.villageofwinfield.com/documentcenter/view/9783

Job Type: Full-time

Salary: $23.64 to $27.41 /hour


  • relevant: 1 year (Preferred)

Work Location:

  • One location


  • Health insurance
  • Dental insurance
  • Vision insurance
  • Retirement plan
  • Paid time off

This Job Is Ideal for Someone Who Is:

  • People-oriented -- enjoys interacting with people and working on group projects
  • Detail-oriented -- would rather focus on the details of work than the bigger picture
  • Autonomous/Independent -- enjoys working with little direction

This Job Is:

  • A job for which military experienced candidates are encouraged to apply
  • Open to applicants who do not have a college diploma