Records Specialist

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. 

As one of the fastest growing communities in the State of Illinois, the City of Champaign is a dynamic and welcoming community offering big city amenities with a hometown feel. The City is home to the University of Illinois, which offers world-class educational opportunities and cutting-edge innovation, driven by preeminent scholars and scientists from across the globe. Champaign offers the best of urban life with an abundance of arts and cultural opportunities, beautiful parks and trails, a vibrant downtown, Big Ten sporting events, and an affordable cost of living.  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

• 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.

Drug screening, criminal history record check, and background investigation will be required.

Salary and Benefits:

• Starting annual salary: $73,554 - $83,734, DOQ.
• Full-time, on-site, FLSA-exempt, non-bargaining unit (NBU) position.
• The City of Champaign offers excellent fringe benefits including:

1. Paid vacation, sick, and personal leave and 11 paid City holidays each year
2. Health, life, dental, and vision insurance
3. Retirement health savings and flexible spending plans
4. Retirement benefits through the Illinois Municipal Retirement Fund (IMRF)

View the Salary Schedule and Non-Bargaining Unit Exempt Full-Time Fringe Benefit Summary at: ChampaignIL.gov/Salaries. View the full Non-Bargaining Unit Employee Handbook at ChampaignIL.gov/hr/jobs/bargaining-units/.

Application Deadline: Apply at ChampaignIL.gov/jobs by Sunday, February 16, 2025.

The City’s mission is to provide responsive, caring, cost-effective service in partnership with our community. The City of Champaign is committed to promoting a work environment and a community that values and supports diversity and inclusion.  The City of Champaign is an Equal Opportunity Employer. Women, minorities, and individuals with disabilities are encouraged to apply.