Job Description

General Purpose and Description:
The Administrative Records Clerk (ARC) is primarily responsible for the collection, processing and storage of highly sensitive police department documents and data. Serve as the Secretary for the Board of Fire and Police Commissioners for the City of South Beloit. Additionally, the ARC shall be a highly motivated customer service-oriented person with good communication skills.

Essential Duties and Responsibilities:

• The ARC shall be responsible for any assignment given by his/her supervisor or their designee, to include, but not limited to the following:
• Collect, analyze, enter, disseminate and file official documents and data;
• Respond to subpoenas and Freedom of Information Act requests.
• Perform data entry, file and scan police department documents,
• Update city and police department forms as needed
• Assist in the creation of promotional material for the city and police department
• Assist the Community Development Director and/or City Administrator with tasks as directed.
• As Secretary for the Board of Fire and Police Commissioners, transcribe meetings, draft and distribute agendas and minutes, and manage applicant files and documentation.
• Receive lobby visitors and attend to their inquiries, answer telephone calls.
• Perform related duties as assigned.

Minimum Qualifications:

• High school diploma or equivalent;
• All applicants subject to a background check and physical;
• Good working knowledge of computers and their operation, with good working familiarity of word processing, spread sheet and data base programs.

Necessary Knowledge, Skills, and Abilities:

• Follow Department General Orders;
• LEADS (Law Enforcement Agencies Data System) Certified within 3 months;
• Complete annual Open Meetings Act (OMA) and Freedom of Information Act (FOIA) training
• Effectively communicate verbally and in writing, to a diverse range of audiences;
• Knowledge of city ordinances, county and state laws pertinent to the Records Section;
• Knowledge and practical application of modern computer technology;
• Excellent time management and organizational skills;
• Interpret and explain city staff policies and procedures.

Physical Demands & Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The duties listed are intended only as illustrations of the various types of work that may be required per the demands of the position. Work is performed in an office setting with some travel required around the community and at workshops, seminars, conferences and meetings.

• Climb stairs.
• Lift, push, pull 50 pounds.
• Hear phones and alarms.
• Bend at the waist and knees.

Wages and Compensation:

• $16.00-$20.00/hour DOQ or as established by City Council.
• Full benefits package included.

Selection Guideline:

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The City of South Beloit is an equal opportunity employer.

Please submit a cover letter, resume, 2 letters of recommendation and professional references to City Administrator Sonya Hoppes at s.hoppes@southbeloit.org or at City Hall located at 519 Blackhawk Blvd., Suite 2, South Beloit, IL 61080. Position is open until filled.

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

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