Assistant to the Investigations Lieutenant - Police Department

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Assistant to the Investigations Lieutenant

 
Typical starting salary: $55,357.53-$71,964.79
 
Department/Division:
Police Department – Investigations Division
 
Position Summary:
This non-sworn position works under general direction and performs complex and highly confidential administrative functions to support the Criminal Investigations Division (CID) Lieutenant and CID staff. The incumbent performs a variety of routine and complex clerical and administrative work in keeping official records, providing administrative support, and assisting in the administration of the standard operating policies and procedures of the Urbana Police Department. Supports the relationship between the City of Urbana and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned. This position is characterized by the performance of highly specialized and responsible office duties requiring extensive related experience, thorough knowledge of the methods and procedures applicable to the assignment, and the exercise of considerable discretion and responsible decision-making in performing work. Incumbents in this class perform tasks which include the application and explanation of complex policies, regulations and guidelines where interpretation and independent judgment are required. Some assignments may also require the integration of technical knowledge with advanced interpersonal and communication skills. Handles and processes confidential and/or sensitive information requiring the use of discretion.
 
Essential Duties and Responsibilities:

1. Administrative Support

1. Coordinates division workflow by applying specific knowledge of department policies and procedures in order to organize and coordinate work; exercises initiative and independent judgment in performing administrative duties; applies judgment to resolving problems, analyzing data, and making decisions; ensures the effective communication of operational information.
2. Uses knowledge of various resources (e.g., ARMS, JANO, CAD, LEADS, New World) to obtain information relevant to active cases. Maintains proficiency with Microsoft Office software suite and modern office management practices.
3. Accurately enters data and transcribes witness, victim and suspect taped statements.
4. Responds to inquiries from other departments, organizations, public agencies, media and the general public in a courteous and professional manner within scope of authority; may field high volumes of inquiries at times.
5. Creates dispatch tickets/assign case numbers for investigators through the CAD system.
6. Maintains and updates UPD Range Score records for current, retired and separated officers by entering data, running queries, and maintaining current contact information. Creates concealed carry identification cards and maintained these records in ARMS in case of inquiry by an outside law enforcement agency.
7. Activates/resets LEADS passwords for investigators.
8. Processes and enters payroll information; reviews for accuracy. 

1. Records/Case Management
   1. Maintains the Notable Case Log, Parolee/Probation List, Use of Force, Shootings Summary, Juvenile Reports, Runaway Reports.
   2. Uses training and experience in area of assignment to review and process files and documents. Establishes and maintains physical and computer files so that case materials can be filed and retrieved in an orderly fashion.
   3. Coordinates all open case files by assigning follow-up to officers, communicating with the Evidence Technician regarding evidence requiring testing, and forwarding reports to other agencies in a timely manner.
   4. Ensures cases for correct category status. Reviews status periodically and forwards to the CID Lieutenant or Sergeant for further review as necessary.
   5. Updates records, processes information, adds supplemental materials and responds to requests for information in a timely manner. Scans and converts hard copy records into searchable PDF documents.
   6. Maintains security for files and records containing highly confidential information.
   7. Closes case files upon completion of investigation. Scans and archives case materials.

1. Freedom of Information Act (FOIA) Requests
   1. Gathers information from case files; uses independent judgment to assess for sensitive/non-releasable information and forwards matters to other divisions as appropriate within the timeframes established by statute.
   2. Responds to requestor in a timely manner and maintains status log.
   3. Maintains knowledge of current Illinois FOIA regulations and requirements; attends training as provided by the division.

1. Report Management
   1. Enters data and retrieves information to perform research; responds to requests for information.
   2. Collects statistical data and compiles data for reports.
   3. Receives and transmits information to and from other agencies.
   4. Reviews reports for accuracy; corrects errors or forwards to appropriate party for correction.
   5. Redacts sensitive/confidential information from reports prior to distribution, requiring independent judgment and knowledge of relevant policies, procedures and laws.

1. Other
   1. Gathers information needed for background investigations for job candidates.
   2. Trains PSRs on job duties for cross-training; tracks report errors and forwards information to supervisor for training and evaluation purposes.
   3. Provides back-up support to front desk personnel
   4. Performs other related duties as assigned.

• High school diploma, GED or equivalent.
• Four (4) years of progressively responsible administrative/clerical experience; this includes significant responsibility working with confidential information.
• Must obtain certification as LEADS user within three (3) months of hire.

• Associate degree from an accredited college with major course work in Business Administration, Office Administration, or related field.
• Experience in a law enforcement, justice system or related setting.
• Experience as a Police Services Representative at the City of Urbana is highly preferred.