Administrative Specialist - Park Police

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.

• 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.

• Prepares written drafts of Board agenda items and ensures consistent formats.

• 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.

• 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.

• 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.