Supervisor, Police Records

Police Records Supervisor

To perform high level supervisory work in the maintenance of police records. Work involves responsibility for exercising supervision over the maintenance, distribution, and control of the records management functions of the City's Police department.

Essential Functions

• Responsible for activities and operations of designated phase of Police Department administration, including personnel, equipment, files and records, training, public relations, performance review, applicant interviews and other assigned duties.
• Directs and assigns work to subordinates engaged in data entry, coding, filing, and retrieving varied police records.
• Orients and supervises the training of employees; reviews the work of subordinates for accuracy; assists in developing new or revised records keeping procedures.
• Answers inquiries by telephone or correspondence on matters related to the unit and related departmental policies and procedures.
• Maintains liaison with the news media and assists public information officer for the department as needed.
• Compiles statistical reports; compiles and prepares monthly and annual reports; reviews various reports and records prior to submittal to various officials and agencies. Assists the Crime Analyst with disseminating crime statistics information.
• Establishes and maintains complete and compliant communications with various entities for information exchange and accurate documentation, i.e. attorneys, outside law enforcement agencies, division officers, the State Attorney's Office (SAO), the Department of Children and Families, and various other local, state and federal agencies.
• Supervises the process of subpoenas and notices of deposition for Department personnel.
• Supervises the distribution of intra-departmental mail.
• Assigns work, provides instructions, and sets priorities by considering availability of staff, time, materials and equipment.
• Compiles, summarizes, and publishes, statistical and research data for departmental and public requests.
• Prepares NIBRS (National Incident-Based Reporting System) statistical transmittals to FDLE, analyze edits and troubleshoot.
• Coordinates with MIS to troubleshoot RMS (Records Management System) computer problems and communicate with the programmers.
• Interacts with various agencies and vendors for a wide variety of reasons, to meet department needs, via telephone, correspondence, or meetings.
• Interprets and applies Florida laws, FDLE or City policies as they apply to Public Records and Records Retention, sealing and expunging records.
• Evaluates employee performance, provides guidance, and coaching with employees.
• Acts as RMLO (Records Management Liaison Officer) for the Police department records with the Florida Department of State, Division of Library and Information Services.
• Prepares records for destruction or off-site storage in accordance with rules and regulations.
• Ensures compliance with accreditation standards for law enforcement records.
• Verifies that court-ordered sealing or expunctions are processed correctly.
• Reviews the work of clerks by observing results and feedback regarding quality of work.

Minimum Qualifications

• Associate's Degree from an accredited college or university,
• Five (5) years of experience in an office environment,
• Or the equivalent in education, training, and experience, which would provide the necessary knowledge, skills and abilities,
• Familiarity with database/records management is required.

Job Based Competencies

• Ability to instruct, train, assign, supervise, and review the work of subordinates.
• Knowledge of records maintenance principles, procedures, rules, and regulations.
• Knowledge of Florida Sunshine Law and Public Records regulations.
• Knowledge of Microsoft Office Applications.
• Knowledge or the ability to obtain knowledge of Florida law, relating to records, criminal laws, and those pertaining to release of criminal history information and sealed and expunged records.
• Knowledge of modern management methods and practices.
• Knowledge of Business English, spelling, punctuation, and mathematics.
• Knowledge of modern office practices, procedures, and equipment.
• Ability to work effectively and courteously with the public and other employees.
• Ability to communicate clearly, both orally and in writing.
• Ability to prepare accurate correspondence.
• Ability to hear, speak and understand conversation in a normal tone of voice, in person and by phone.
• Ability to determine research needs of customers; mail or notify customers when research is ready, and interpret the results obtained by conversing with the customer.
• Ability to read and comprehend laws and explain them orally or in correspondence.
• Ability to understand appropriate state rules and regulations about records retention requirements.
• Ability to troubleshoot and identify computer problems.
• Ability to establish and maintain cooperative and effective working relationships with other employees and the general public.

Responsibility

Under the direction of and responsible to the Police Chief or designated representative. This is a supervisory position, involving direction and assignment of groups and individuals to perform a variety of tasks related to the Police Records Unit.

Physical Requirements

• The work is light and requires exerting up to 20 pounds of force occasionally, and up to 10 pounds of force to move objects. Additionally, the following physical abilities are required: balancing, climbing, crawling, crouching, feeling, manual dexterity, grasping, handling, hearing, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking.
• This is primarily office work requiring limited physical effort. Position requires visual acuity for reviewing, checking, preparing and maintaining written and computer files. Incumbent is required to have sufficient hearing to accurately perceive information at normal spoken word levels. Manual dexterity to operate standard office, data entry, and word processing equipment is required.

Public Contact

Extensive public contact, both in person and by telephone.

Retirement Benefit

The City of Sarasota made the transition to become a Florida Retirement System (FRS) employer effective December 1, 2021. To learn more about what this benefit may mean for you, please visit MyFrs.com. Please note that if you are hired to work for the City of Sarasota as an FRS employer, you will be asked to complete a form to certify your FRS status, as there may be an impact to any FRS benefit you are already receiving.

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Jake Brown our ADA Coordinator. Jake can be reached via email at View email address on click.appcast.io or via phone at View phone number on click.appcast.io.

For questions pertaining to general employment or job application status, please call View phone number on click.appcast.io, or email View email address on click.appcast.io