Police Records Supervisor

Records Supervisor

The Records Supervisor oversees the daily operations of the records unit, ensuring the accurate, timely, and secure handling of police reports, case files, public records requests, and data entry. This role is responsible for supervising records staff, maintaining compliance with legal and regulatory requirements, and supporting efficient workflow across the department.

The ideal candidate will have three years leadership experience in addition to three years of experience working with a records management system, with emphasis on public safety or criminal justice records and record keeping experience including laws associated with public records release of information. At least three years of experience in dealing with confidential records and the importance of maintaining that confidentiality is desired.

At the City of Goodyear, you will be a part of an organization that values its employees as its greatest asset. You will become part of a dedicated team of professionals that will be challenged to learn and grow in an environment that values employee development and career-building. You will thrive in a culture of innovation. We believe that successful employees are those that possess six core values: Integrity - Initiative - Empathy - Optimism - Innovation - Adaptability.

EXAMINATION PROCESS

Only a limited number of the most highly qualified applicants meeting the City's requirements will be invited for an interview. The examination process for this position will include a panel interview and may include a written assessment.

All communication regarding application status and interview notifications will be sent via email- please monitor your junk/spam email for communication as messages will come from a system generated source.

Essential Functions

• Records Unit Operations & Oversight: Supervises, trains, and evaluates records staff; assigns and monitors work to ensure accuracy, completeness, and compliance with departmental procedures and statutory requirements.
• Compliance, Documentation & Quality Assurance: Ensures all reports, records, and data entries meet state and federal reporting standards, including criminal history rules, retention schedules, and public records laws and conducts regular audits to maintain data integrity.
• Workflow Management & Process Improvement: Develops and updates records unit procedures to improve efficiency, accuracy, and service delivery. Identifies operational issues and implements solutions or procedural changes.
• Public Records & Information Release Coordination: Reviews and processes public records requests, subpoenas, and court-related documents. Ensures sensitive or restricted information is managed according to legal guidelines and departmental policy.
• Interdepartmental Communication & Support: Serves as a liaison between the records unit and sworn personnel, prosecutors, courts, and other agencies. Provides guidance on report submission, documentation standards, and recordkeeping requirements.

Requirements

• Formal Education/Knowledge: Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with a two-year associate's degree, diploma or equivalent from a college, technical, business, vocational, or correspondence school.
• Experience: Minimum three years of experience. Experience with Uniform Crime reporting (UCR) and National Incident-Based Reporting System (NIBRS). Experience as a 'working supervisor' in a team-oriented environment with direct contact with the public. Experience with applying applicable retention laws reference public records.
• Certifications and Other Requirements: Valid Arizona Driver's License.
• Reading: Work requires knowledge of and ability to read State, City and other applicable statutes.
• Math: Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, division, and general accounting.
• Writing: Work requires the ability to write policies, procedures and guidelines; training manuals; presentations; reports; and correspondence.
• Managerial: Semi-Complex Work requires supervising and monitoring performance for a regular group of employees including providing input on hiring/disciplinary actions and work objectives/effectiveness, performance evaluations, and realigning work as needed. A first line supervisor typically performs these functions.
• Policy/Decision Making: Moderate - The employee normally performs the duty assignment according to his or her own judgment, requesting supervisory assistance only when necessary. Projects and daily work are managed with little oversight, however special assignments and significant work products may be reviewed upon completion. Typically positions in this category are supervisory to mid-management jobs.
• Technical Skills: Comprehensive Application - Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.
• Interpersonal/Human Relations Skills: Moderate Interactions at this level typically result in recommendations regarding policy development, changes in policy, and implementation of policies. Interactions at this level are typically concerned with providing communications at higher levels of organizational operations and may utilize activities such as evaluating customer satisfaction, developing cooperative associations, and allocating resources to improve work operations, work quality overall achievement of organizational goals and objectives, and customer satisfaction.

12 Month Objectives

3 Month Objectives

• Read and understand applicable Department policies and procedures
• Evaluate current processes/training manual
• Review existing policies/standard operating procedures
• Participate in new records management system workflow development

6 Month Objectives

• Meet with department unit sergeants/supervisors, discuss current workflow
• Document /recommend process initial improvements
• Work with facilities during buildout

12-month objectives

• Become proficient with current records management system
• Develop 3-year plan for growth of unit/staff/equipment/software
• Modify policies and procedures as needed
• Complete public safety records management course (this should probably be an annual requirement to build skillset)