Rockford Park District
Administrative Specialist - Park Police
Rockford Park District, Rockford, Illinois, United States, 61103
Description
Title 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.
ROCKFORD PARK DISTRICT VISION, MISSION AND LEADERSHIP BY VALUESAgency VisionTo be the best urban parks and recreation system in North America, as measured by national standards and the citizens we serve.Agency MissionThe Rockford Park District is in business to "help people enjoy life" by providing a quality park and recreation system.Vision & Planning SystemThe District aligns itself and all its resources to achieve its purpose, vision, mission, and priorities. This successfully drives the strategic plan, operational plans, and performance goals.Policy Management & Operations SystemEvery team member serves as an active contributor in the development of the team's operational plan; develops job strategies and plans that support the team's operational goals; identifies timetables for completion; plans daily work activities in an organized manner ensuring effective utilization of time and resources in the completion of job tasks.Leadership by Values SystemLeadership by Values can only be achieved if all team members believe in and live by these shared values: accountability, integrity, passion, agility, relationship oriented, results driven, service oriented, respectful, and innovative. While all team members share these essential values, our culture is enriched by and welcomes the diverse supporting values of its team members.Diversity, Equity, Inclusion and Belonging StatementThe Rockford Park District is committed and accountable to being a place where everyone is invited and belongs, as demonstrated by being an inviting, equitable, and inclusive environment, respectful of all people, embracing diversity, creating accessibility and valuing all team members, partners and community members for their unique experiences and backgrounds.
RELATIONSHIPS TO RESULTS CULTUREDefinitionSustained by long-term, positive, exceptional relationships with stakeholders and team members as our hallmark of success.
ONE TEAM, ONE GOAL COMMITMENTDefinitionTo work together to achieve the mission, vision, and shared values of the Rockford Park District.ConnectednessDepartments are truly interconnected to support the mission and vision of the Rockford Park District.
ESSENTIAL FUNCTIONS include the following. Other duties may be assigned Documentation/Reports Prepares written drafts of Board agenda items as requested and assists staff in proceeding toward a final document. Ensures that all Board agenda items follow consistent formats as established by the Director's Office and that correct Governing Policies are stated. Operational Excellence
Maintain accuracy, timeliness, and compliance standards for all records, payroll submissions, CJIS-related tasks, and legal reporting requirements. 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 access 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 of administrative operations 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. Tracks and manages 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 Criminal Justice Information Services (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 (e.g., firearms qualification, AED/CPR/First Aid). Maintain memberships and renewals for Command Staff professional organizations (e.g., IACP, ILACP, IPLEA, NOBLE).Maintains a working knowledge of department safety procedures. Attend safety training programs and educational in-service trainings as required. Submits and tracks reimbursement requests for grant-funded programs and initiatives, ensuring required documentation and compliance. Legal Responsibilities
Report part-time officer hours semiannually to the Illinois Law Enforcement Training and Standards Board (ILETSB). Update the Firearms Training Roster annually and maintain the EDI database with ILETSB, serving 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 as directed. 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, and Abilities To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:
Demonstrated 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. Demonstrated ability to maintain confidentiality and handle sensitive information. 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.ve a good understanding of the Park District and its trends
Physical Requirements 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:
Light work:
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 work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions: This position works in a typical office environment.
Benefits The Rockford Park District offers an extensive benefits package designed to support employees' health and wellness, financial security, and overall work-life balance. Key highlights include:
Health & Wellness
Health Insurance:
Choose from three PPO Plans administered by BlueCross/BlueShield of Illinois, including a High Deductible Health Plan (HDHP) with an option for a Health Savings Account (HSA). Dental Insurance:
Coverage through BlueCross/BlueShield, with a $2,000 individual annual maximum. Vision Insurance:
Provided by EyeMed, offering discounts on frames, lenses, and other vision services. Wellness Program:
Empower Health Services offers a variety of programs and resources to support employee well-being, including wellness challenges and health resources. Employee Assistance Program:
Confidential counseling and support for personal and work-related challenges through SupportLinc.
Financial Security
Retirement Plans:
Illinois Municipal Retirement Fund (IMRF) pension with voluntary additional contributions & optional 457(b) deferred compensation. Life Insurance:
Employer-paid life & AD&D (2x salary, up to $300K) plus optional voluntary coverage Critical Illness & Accident Insurances:
Provides financial support by covering out-of-pocket costs for covered critical illnesses and offering optional accident insurance for additional protection. Tax-Free Accounts:
HSA (with HDHP) & FSA for medical and dependent care expenses Employee Crisis Fund:
Provides financial assistance of up to $2,500 for unforeseen emergencies such as medical crises, loss of a primary residence, or a family tragedy. Repayments are made through bi-weekly payroll deductions with flexible terms.
Paid Time Off:
Vacation, Sick Leave, Holidays, Personal Days, Bereavement, and various leave programs.
Additional Perks
Employee Participation Program:
Use for District programs or passes including: Nicholas Conservatory & Gardens, Golf Membership, or up to $400 on a card to use throughout Park District facilities. Exclusive Discounts:
Local partners, safety shoe reimbursement, and more Unique Benefits:
Legal, identity theft, and pet insurance options
This
robust benefits package
reflects the District's commitment to fostering a
supportive and rewarding
workplace.
Title 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.
ROCKFORD PARK DISTRICT VISION, MISSION AND LEADERSHIP BY VALUESAgency VisionTo be the best urban parks and recreation system in North America, as measured by national standards and the citizens we serve.Agency MissionThe Rockford Park District is in business to "help people enjoy life" by providing a quality park and recreation system.Vision & Planning SystemThe District aligns itself and all its resources to achieve its purpose, vision, mission, and priorities. This successfully drives the strategic plan, operational plans, and performance goals.Policy Management & Operations SystemEvery team member serves as an active contributor in the development of the team's operational plan; develops job strategies and plans that support the team's operational goals; identifies timetables for completion; plans daily work activities in an organized manner ensuring effective utilization of time and resources in the completion of job tasks.Leadership by Values SystemLeadership by Values can only be achieved if all team members believe in and live by these shared values: accountability, integrity, passion, agility, relationship oriented, results driven, service oriented, respectful, and innovative. While all team members share these essential values, our culture is enriched by and welcomes the diverse supporting values of its team members.Diversity, Equity, Inclusion and Belonging StatementThe Rockford Park District is committed and accountable to being a place where everyone is invited and belongs, as demonstrated by being an inviting, equitable, and inclusive environment, respectful of all people, embracing diversity, creating accessibility and valuing all team members, partners and community members for their unique experiences and backgrounds.
RELATIONSHIPS TO RESULTS CULTUREDefinitionSustained by long-term, positive, exceptional relationships with stakeholders and team members as our hallmark of success.
ONE TEAM, ONE GOAL COMMITMENTDefinitionTo work together to achieve the mission, vision, and shared values of the Rockford Park District.ConnectednessDepartments are truly interconnected to support the mission and vision of the Rockford Park District.
ESSENTIAL FUNCTIONS include the following. Other duties may be assigned Documentation/Reports Prepares written drafts of Board agenda items as requested and assists staff in proceeding toward a final document. Ensures that all Board agenda items follow consistent formats as established by the Director's Office and that correct Governing Policies are stated. Operational Excellence
Maintain accuracy, timeliness, and compliance standards for all records, payroll submissions, CJIS-related tasks, and legal reporting requirements. 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 access 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 of administrative operations 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. Tracks and manages 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 Criminal Justice Information Services (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 (e.g., firearms qualification, AED/CPR/First Aid). Maintain memberships and renewals for Command Staff professional organizations (e.g., IACP, ILACP, IPLEA, NOBLE).Maintains a working knowledge of department safety procedures. Attend safety training programs and educational in-service trainings as required. Submits and tracks reimbursement requests for grant-funded programs and initiatives, ensuring required documentation and compliance. Legal Responsibilities
Report part-time officer hours semiannually to the Illinois Law Enforcement Training and Standards Board (ILETSB). Update the Firearms Training Roster annually and maintain the EDI database with ILETSB, serving 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 as directed. 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, and Abilities To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:
Demonstrated 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. Demonstrated ability to maintain confidentiality and handle sensitive information. 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.ve a good understanding of the Park District and its trends
Physical Requirements 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:
Light work:
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 work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions: This position works in a typical office environment.
Benefits The Rockford Park District offers an extensive benefits package designed to support employees' health and wellness, financial security, and overall work-life balance. Key highlights include:
Health & Wellness
Health Insurance:
Choose from three PPO Plans administered by BlueCross/BlueShield of Illinois, including a High Deductible Health Plan (HDHP) with an option for a Health Savings Account (HSA). Dental Insurance:
Coverage through BlueCross/BlueShield, with a $2,000 individual annual maximum. Vision Insurance:
Provided by EyeMed, offering discounts on frames, lenses, and other vision services. Wellness Program:
Empower Health Services offers a variety of programs and resources to support employee well-being, including wellness challenges and health resources. Employee Assistance Program:
Confidential counseling and support for personal and work-related challenges through SupportLinc.
Financial Security
Retirement Plans:
Illinois Municipal Retirement Fund (IMRF) pension with voluntary additional contributions & optional 457(b) deferred compensation. Life Insurance:
Employer-paid life & AD&D (2x salary, up to $300K) plus optional voluntary coverage Critical Illness & Accident Insurances:
Provides financial support by covering out-of-pocket costs for covered critical illnesses and offering optional accident insurance for additional protection. Tax-Free Accounts:
HSA (with HDHP) & FSA for medical and dependent care expenses Employee Crisis Fund:
Provides financial assistance of up to $2,500 for unforeseen emergencies such as medical crises, loss of a primary residence, or a family tragedy. Repayments are made through bi-weekly payroll deductions with flexible terms.
Paid Time Off:
Vacation, Sick Leave, Holidays, Personal Days, Bereavement, and various leave programs.
Additional Perks
Employee Participation Program:
Use for District programs or passes including: Nicholas Conservatory & Gardens, Golf Membership, or up to $400 on a card to use throughout Park District facilities. Exclusive Discounts:
Local partners, safety shoe reimbursement, and more Unique Benefits:
Legal, identity theft, and pet insurance options
This
robust benefits package
reflects the District's commitment to fostering a
supportive and rewarding
workplace.