Resolution 2006-051 STATE OF ILLINOIS )
)ss
COUNTY OF KENDALL )
RESOLUTION NO. 2006- -IS
RESOLUTION ESTABLISHING THE JOB DESCRIPTION
FOR THE POSITION OF RECORDS SUPERVISOR
IN THE UNITED CITY OF YORKVILLE,
KENDALL COUNTY, ILLINOIS
WHEREAS, the Mayor and City Council of the UNITED CITY OF YORKVILLE, after
careful consideration, have found and deemed it necessary for the benefit of the UNITED CITY
OF YORKVILLE to establish a Job Description for the position of Records Supervisor; and
WHEREAS, the position of Records Supervisor will have the duties and responsibilities
as set forth in the attached job description; and
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL
OF THE UNITED CITY OF YORKVILLE THAT THE JOB DESCRIPTION FOR THE
POSITION OF RECORDS SUPERVISOR IS HEREBY ESTABLISHED AS DEPICTED ON
EXHIBIT "A"
The job description for said position is attached hereto and is made part hereof as Exhibit
"A ". The hiring of a person to fill the said position should be subject to all probationary rules
and regulations as set out in the current Employee Manual.
This resolution shall become effective upon its passage.
JAMES BOCK JOSEPH BESCO
VALERIE BURD PAUL JAMES J
DEAN WOLFER MARTY MUNNS �c
ROSE SPEARS JASON LESLIE
�. b
i
i
r
Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this
Day of , A.D. 2006.
MAYOR
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this
day of , A.D. 2006.
ATTEST:
'= �rn CITY CLERK
Prepared by:
John Justin Wyeth
City Attorney
United City of Yorkville
800 Game Farm Road
Yorkville, IL 60560
United City of Yorkville Job Description
RECORDS SUPERVISOR
^Pwised Date: May 15, 2006
apartment: Police
Reports To: Office Supervisor
Status: Full -Time; non - exempt
Positions Supervised: Police Clerks /Secretary to Board of Fire & Police Commission/Receptionists
Salary Classification: Police Office Supervisor
Position Description Overview
This position is responsible for a wide variety of complex secretarial duties and administrative functions. This
position also involves considerable independent judgment in daily work activities. A Records Supervisor shall
supervise and evaluate the work of other clerical staff in the work area.
Essential Job Functions
1. Plan, coordinate, supervise and evaluate the work and civilian personnel in the Records Division.
2. Hire personnel and train in existing procedures and new areas as needed, including maintaining and securing
knowledge about new and existing laws, requirements and practices of modern police administration.
3. Oversee and assure accurate report and record processing and filing systems, including reports and records
such as incidents, arrests, and accidents, as well as building records related to equipment, contracts, forms,
correspondence, etc.
4. Review and approve all Freedom of Information Act (FOIA) requests.
Serve as the liaison with the Operations Lieutenant and KenCom Dispatch to ensure a high degree of
cooperation and efficient operation.
6. Monitor and coordinate the updates and accuracy of various departments' logs and procedures including,
emergency call -outs, vacation watch, towing/impound, vehicle permits, etc.
7. Take responsibility to provide exceptional customer service in order to promote and maintain a positive City
image, constructive working environment, and foster pride and professionalism in the workplace and
community.
8. Adhere to all departmental and City policies, procedures, guidelines and safety standards.
Additional Job Functions
1. Work with City staff and others to complete periodic projects such as year -end file maintenance, court-
ordered expungements, updates to rules and regulations, policies and procedures.
2. Recommend improvements to existing procedures, equipment, and workflow.
3. Complete special projects as assigned or required.
4. Perform other duties as required or assigned.
Examples of Duties:
1. Supervises/Evaluates Records personnel as listed above (Records Clerks, Receptionists).
2. Maintain the Office Schedule.
3. Maintain monthly /yearly Uniformed Crime Reporting (UCR) statistics /reports.
Act as a liaison for the City and Neighborhood Watch Newsletters.
Act as a liaison for the Operations Lieutenant.
6. Approve /Oversee all Freedom of Information Act (FOIA) requests /disseminations.
Page 1 of 3
7. Coordinate and oversee all court- ordered expungements.
8. Fill in for the Office Supervisor during absences.
9. Oversee all Solicitor Licensing procedures.
Responsible for the maintenance /destruction/archiving of all general records for the Police Department
(incident reports, citations issued, general correspondence, etc).
11. Act as a liaison to the State's Attorney's Office /Circuit Clerk (court dates for officers, subpoenas, traffic
ticket issues, records dissemination coordination).
12. Maintain Ordinance Violator invoices and court proceedings.
13. Maintain a list of ordinance violators for police - enforced City ordinances.
14. Maintain the map book and coordinate with the Engineering Department to ensure updated map information
is available for Patrol /Police personnel.
Examples of Shared Duties (shared with the Office Supervisor):
1. Interview /Hire /Train Records personnel.
2. Maintain Office procedures.
3. Maintain IDOT /Profiling statistics.
4. Computer Data Backups.
5. Act as back -up for Records personnel absences.
6. Complete background checks for the City /Civilian requests.
7. Act as a liaison for the Board of Fire & Police Commissioners.
Basic Requirements - Knowledge, Skills and Abilities
1. Knowledge of business English, grammatical construction, spelling, punctuation, arithmetic and possess an
excellent vocabulary.
Knowledge of word processing, spreadsheet application software, basic desk top publishing and other
software programs.
3. Considerable knowledge of legal, administrative, operational and procedural regulations and practices
applicable to the organization or assignment and/or the ability to learn them quickly.
4. Excellent writing and proofreading skills.
5. Strong interpersonal skills to interact with elected and appointed officials, employees, other agencies and the
public and supervisory skills including ability to direct work and assume responsibility.
6. Ability to operate a variety of office equipment including a typewriter, word processor, personal computer,
facsimile machine and transcribing equipment rapidly and accurately.
7. Ability to type a minimum of sixty -five (65) words per minute.
8. Ability to develop work methods and procedures with initiative and good judgment and to use
resourcefulness and tact in meeting new challenges.
9. Ability to maintain strict confidentiality.
10. Ability to assemble, organize and communicate, statistical, financial and factual information derived from a
variety of sources.
Basic Requirements - Experience and Education
I . Minimum of two (2) years secretarial experience in a progressively responsible and difficult nature.
2. High School Degree supplemented by courses in typing and business subjects, preferably supplemented by at
least 60 hours credit of college level courses in business administration or public administration and/or
related subjects.
Any equivalent combination of experience and education that provides the required knowledge, skills and
abilities.
Page 2 of 3
I
4. Must have successfully completed a background investigation with findings of good character and no felony
convictions.
5. Must be able to be bonded.
I
Page 3 of 3