Rockford Park District
Administrative Specialist - Park Police
Rockford Park District, Rockford, Illinois, United States, 61103
Administrative Specialist - Park Police
Department:
Police Department
Status:
Full Time
Office Location:
Webbs Norman Center
Reports To:
Chief of Police
FLSA Status:
Non-Exempt
Position Description:
Provides high‑level administrative, records, and compliance support to the Rockford Park District Police Department. This position is responsible for confidential records management, legal and regulatory reporting, payroll and personnel documentation, and front‑line administrative coordination to ensure efficient, compliant, and professional police department operations.
Vision, Mission & Values
Agency Vision: To be the best urban parks and recreation system in North America, as measured by national standards and the citizens we serve.
Agency Mission: The Rockford Park District is in business to “help people enjoy life” by providing a quality park and recreation system.
Leadership by Values: Accountability, integrity, passion, agility, relationship‑oriented, results‑driven, service‑oriented, respectful, and innovative.
Diversity, Equity, Inclusion & Belonging: The District is committed to creating an inclusive environment respectful of all people.
Essential Functions Documentation & Reports
Prepares written drafts of Board agenda items and ensures consistent formats.
Operational Excellence
Maintain accuracy, timeliness, and compliance for all records, payroll submissions, CJIS‑related tasks, and legal reporting.
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 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.
Administrative Support
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 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.
Track and manage state‑sponsored and mandated training for Park Police staff, including registrations, records, and compliance deadlines.
Compliance
Support internal and external audits, accreditation reviews, and records inspections by maintaining organized, accessible, and compliant documentation.
Maintain 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.
Maintain memberships and renewals for Command Staff professional organizations (e.g., IACP, ILACP, IPLEA, NOBLE).
Submit and track reimbursement requests for grant‑funded programs ensuring required documentation and compliance.
Legal Responsibilities
Report part‑time officer hours semiannually to ILETSB.
Update the Firearms Training Roster annually and maintain the EDI database; serve 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.
Customer Satisfaction & Teamwork
Provide administrative support during emergency or critical incidents, including command support, access control coordination, and communications assistance.
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.
Requirements Education / Experience
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.
Equivalent combinations of education and experience may be considered.
Critical Skills, Knowledge & Abilities
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.
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.
Physical Requirements
Exerting up to 20 pounds of force occasionally.
Exerting up to 10 pounds of force frequently.
Exerting a negligible amount of force constantly to move objects.
Work Environment The position works in a typical office environment.
Benefits
Health & Wellness:
Three PPO plans administered by BlueCross/BlueShield of Illinois. High Deductible Health Plan with Health Savings Account (HSA) option.
Dental Insurance:
Coverage through BlueCross/BlueShield, $2,000 individual annual maximum.
Vision Insurance:
Provided by EyeMed.
Wellness Program:
Empower Health Services programs and resources.
Employee Assistance Program:
Confidential counseling and support via SupportLinc.
Financial Security:
Illinois Municipal Retirement Fund (IMRF) pension, optional 457(b).
Life Insurance:
Employer‑paid life & AD&D (2x salary, up to $300K).
Critical Illness & Accident Insurances:
Coverage for out‑of‑pocket costs and optional accident insurance.
Tax‑Free Accounts:
HSA & FSA for medical and dependent care expenses.
Employee Crisis Fund:
Assistance up to $2,500 for emergencies.
Paid Time Off:
Vacation, Sick Leave, Holidays, Personal Days, Bereavement, and other leave programs.
Employee Participation Program:
District passes including Nicholas Conservatory & Gardens, Golf Membership, up to $400 card.
Exclusive Discounts:
Local partners, safety shoe reimbursement, etc.
Unique Benefits:
Legal, identity theft, and pet insurance options.
Summary Provides high‑level administrative, records, and compliance support to the Rockford Park District Police Department, ensuring efficient, compliant, and professional operations.
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Police Department
Status:
Full Time
Office Location:
Webbs Norman Center
Reports To:
Chief of Police
FLSA Status:
Non-Exempt
Position Description:
Provides high‑level administrative, records, and compliance support to the Rockford Park District Police Department. This position is responsible for confidential records management, legal and regulatory reporting, payroll and personnel documentation, and front‑line administrative coordination to ensure efficient, compliant, and professional police department operations.
Vision, Mission & Values
Agency Vision: To be the best urban parks and recreation system in North America, as measured by national standards and the citizens we serve.
Agency Mission: The Rockford Park District is in business to “help people enjoy life” by providing a quality park and recreation system.
Leadership by Values: Accountability, integrity, passion, agility, relationship‑oriented, results‑driven, service‑oriented, respectful, and innovative.
Diversity, Equity, Inclusion & Belonging: The District is committed to creating an inclusive environment respectful of all people.
Essential Functions Documentation & Reports
Prepares written drafts of Board agenda items and ensures consistent formats.
Operational Excellence
Maintain accuracy, timeliness, and compliance for all records, payroll submissions, CJIS‑related tasks, and legal reporting.
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 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.
Administrative Support
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 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.
Track and manage state‑sponsored and mandated training for Park Police staff, including registrations, records, and compliance deadlines.
Compliance
Support internal and external audits, accreditation reviews, and records inspections by maintaining organized, accessible, and compliant documentation.
Maintain 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.
Maintain memberships and renewals for Command Staff professional organizations (e.g., IACP, ILACP, IPLEA, NOBLE).
Submit and track reimbursement requests for grant‑funded programs ensuring required documentation and compliance.
Legal Responsibilities
Report part‑time officer hours semiannually to ILETSB.
Update the Firearms Training Roster annually and maintain the EDI database; serve 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.
Customer Satisfaction & Teamwork
Provide administrative support during emergency or critical incidents, including command support, access control coordination, and communications assistance.
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.
Requirements Education / Experience
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.
Equivalent combinations of education and experience may be considered.
Critical Skills, Knowledge & Abilities
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.
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.
Physical Requirements
Exerting up to 20 pounds of force occasionally.
Exerting up to 10 pounds of force frequently.
Exerting a negligible amount of force constantly to move objects.
Work Environment The position works in a typical office environment.
Benefits
Health & Wellness:
Three PPO plans administered by BlueCross/BlueShield of Illinois. High Deductible Health Plan with Health Savings Account (HSA) option.
Dental Insurance:
Coverage through BlueCross/BlueShield, $2,000 individual annual maximum.
Vision Insurance:
Provided by EyeMed.
Wellness Program:
Empower Health Services programs and resources.
Employee Assistance Program:
Confidential counseling and support via SupportLinc.
Financial Security:
Illinois Municipal Retirement Fund (IMRF) pension, optional 457(b).
Life Insurance:
Employer‑paid life & AD&D (2x salary, up to $300K).
Critical Illness & Accident Insurances:
Coverage for out‑of‑pocket costs and optional accident insurance.
Tax‑Free Accounts:
HSA & FSA for medical and dependent care expenses.
Employee Crisis Fund:
Assistance up to $2,500 for emergencies.
Paid Time Off:
Vacation, Sick Leave, Holidays, Personal Days, Bereavement, and other leave programs.
Employee Participation Program:
District passes including Nicholas Conservatory & Gardens, Golf Membership, up to $400 card.
Exclusive Discounts:
Local partners, safety shoe reimbursement, etc.
Unique Benefits:
Legal, identity theft, and pet insurance options.
Summary Provides high‑level administrative, records, and compliance support to the Rockford Park District Police Department, ensuring efficient, compliant, and professional operations.
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