Records Supervisor

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION
To supervise, assign and review the work of staff responsible for police records services, activities, and operations; to oversee and participate in all work activities; to ensure work quality and adherence to established policies and procedures; and to perform the more technical and complex tasks relative to assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED
Receives direction from a Commander.

Exercises direct supervision over technical staff.
ESSENTIAL FUNCTION STATEMENTS -- Essential responsibilities and duties may include, but are not limited to, the following:

Essential Functions:
1. Plan, prioritize, assign, supervise and review the work of staff responsible for processing, preparation, dissemination, maintenance, and entry of crime reports and other law enforcement records, files and statistical data; ensure compliance with applicable laws.
2. Establish schedules and methods for providing police records management services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly.
3.Participate in the development of policies and procedures; monitor work activities to ensure compliance with established policies and procedures; make recommendations for changes and improvements to existing standards and procedures.
4. Recommend and assist in the implementation of goals and objectives; implement approved policies and procedures.
5. Serve as police records system manager; audit and retrieve files; maintain original document files and adhere to established retention and destruction schedules.
6.Administer various computer systems and programs including the departments Record Management System; maintain system databases, control user access, provide training, resolve errors and audit entered information.
7. Provide training and guidance to department staff regarding the use of the California Law Enforcement Telecommunications System (CLETS); ensure department meets all security policies and protocols pertaining to the entry, validation, viewing, and release of confidential information.
8. Oversee purchasing and distribution of supplies; maintain inventory and order supplies as needed.
9.Interpret and apply complex established laws and regulations governing the dissemination of criminal justice records; release reports, documentation and information in accordance with government and agency regulations; respond to subpoenas and court orders regarding records.
10. Respond to citizen requests, questions and complaints by telephone or at the service counter; resolve difficult and sensitive citizen inquiries.
11. Participate in the selection of records management staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
12. Participate in the preparation and administration of the police records management program budget; submit budget recommendations; monitor expenditures.
13. Maintain records concerning operations and programs; prepare reports on operations and activities.
14. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of police records management; incorporate new developments into programs as appropriate.

Marginal Functions 
15. Serve as liaison between the general public and other public agencies regarding any conflict of release of police records.
16. Perform related duties as required.

QUALIFICATIONS

Knowledge of:
Operations, services and activities of a police records management program.
Methods and techniques of police records management according to established regulations.
Modern office procedures, methods and computer equipment.
Principles and procedures of manual and computerized record keeping.
Principles of supervision, training and performance evaluation.
Basic principles and practices of budget preparation and administration.
Principles and procedures of record keeping.
Principles of business letter writing and basic report preparation.
English usage, spelling, grammar, and punctuation.
Pertinent federal, state and local laws, codes and regulations.

Ability to: 
Coordinate and direct the daily operations, services, and activities of the records management function.
Supervise, organize and review the work of lower level staff. Select, supervise, train and evaluate staff.
Recommend and implement goals, objectives, policies and procedures for providing records management services.
Understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities. Understand, interpret and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations.
Prepare clear and concise reports.
Participate in the preparation and administration of assigned budgets.
Plan and organize work to meet changing priorities and deadlines.
Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.
Work cooperatively with other departments, City officials and outside agencies. Operate office equipment including computers and supporting word processing and spreadsheet applications.
Operate specialized automated law enforcement information systems including public safety computer systems to access and maintain data.
Maintain confidentiality of material in various situations.
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:
Four years of police records management experience including one year of administrative or lead supervisory responsibility.

Training:
Equivalent to the completion of the twelfth grade supplemented by specialized secretarial training or training in records management or a related field.

License or Certificate 
Possession of, or ability to obtain, an appropriate, valid CLETS Training certificate.

WORKING CONDITIONS
Environmental Conditions:
Office environment; exposure to computer screens.
Physical Conditions:
Essential and marginal functions may require maintaining physical condition necessary for moderate or light lifting; sitting or standing for prolonged periods of time.

SELECTION PROCESS: The qualifications of each applicant, as set forth in the application, will be continuously reviewed by Human Resources. Applicants whose applications clearly demonstrate they meet the requirements may be invited to participate in the selection process, which may be any combination of written, oral and/or performance exams. A score of 80% or above is required to advance through each phase of the process. An application must be completed. A resume is not a substitute for an application.

VETERAN'S PREFERENCE AVAILABLE UPON REQUEST

Veteran's Preference Application (Download PDF reader)

Applicants must submit the request form and certified DD-214 prior to the closing date.

Compensation details: 56941-72673 Yearly Salary

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