Records Supervisor

POSITION SUMMARY:

This position reports to the Deputy Chief of Administration and is responsible for the proper and accurate care and safekeeping of all records, books, and files pertaining to the work of the police department over which he/she exercises supervision. This position will also provide clerical duties to assist in the functionality and efficiency of the police department

JOB FUNCTIONS:

• Provide for the efficient operation of the office and Central Records
• Ensure that the Central Records employees maintain a complete and accurate file of all complaints of crime known to the police department to enable compilation of periodic reports of offenses and persons charged, according to the Uniform Standards of Crime Reporting, as required by the Federal Bureau of Investigation and the State of Illinois
• Responsible for the operation of the call-in reporting system and shall ensure that the reports and administrative materials processed through the system are prepared in an accurate and timely fashion
• Responsible for the dissemination of criminal history records and shall ensure that the department remains in compliance with the federal and state Privacy and Security Acts
• Assist police department administrators in analyzing the statistical information compiled by the state
• Communicate with the representatives of various agencies to coordinate information sharing and address other information concerns
• Collect fees from the public for certain services and is responsible for all revenue collected within Central Records
• Responsible for the accounting and condition of departmental equipment issued for and/or assigned to his/her use
• Perform such typing, filing, and record keeping duties as may be necessary
• LEADS: Manage LEADS participant accounts, notify users when LEADS testing is due, assist with resetting passwords, and distribution of LEADS Bulletins
• NIBRS: Review CFNs for NIBRS compliance, upload cases monthly to the state repository to ensure compliance
• Tickets/Warning Tickets: Upload information to the state for racial profiling daily for any tickets written
• Audit patrol officer digital photo database
• Audit city ordinance warrants and tickets on file
• Register and collect fees from individuals required to comply with violent or sexual offender registration requirements

• Providing administrative staff assistance to the Quincy Police Department by assisting with the delivery of tickets, reports and/or bond to the Circuit Clerk's Office, as well as intergovernmental correspondence to and from municipal or county agencies.

• Process all abandoned vehicle paperwork in a timely manner
• Process the administrative duties of towed vehicles.
• Process mental health forms, complete monthly mental health reports and coordinate mental health services with Centerstone Healthcare
• Manage the S.T.E.P. Grant program
• Process monthly state mandated online reporting
• Process all requests for expungements and sealing of records upon receipt of court order
• Process DUI restitutions
• FOID Portal: Set up and/or modify users as needed
• CJIS Coordinator: Prepare and submit yearly audit and maintain necessary training certifications
• Attend and take minutes for weekly Command Staff meetings
• Communications Meetings: Prepare agendas, attend meetings and take minutes
• Audit Narcan usage forms for submission and for the annual report
• Assist Office Administrator as needed
• Performs other duties as assigned by the Deputy Chief of Administration
• As Supervisor of Records personnel:

• Direct the activities and work of subordinate employees
• Evaluate the performance of subordinates
• Commend subordinate employees who display outstanding performance
• Reprimand any subordinate who has committed a breach of discipline, violations of the rules and regulations or other applicable department directives
• Effectively recommend discipline relative to subordinates

REQUIREMENTS:

EDUCATION:

High School Diploma or equivalent

EXPERIENCE:

Three years of experience working in an office environment is preferred

KNOWLEDGE, SKILLS, AND ABILITIES:

• Thorough knowledge of the various divisions of the department's office organization, procedures and practices
• Knowledge of the theory and practice of police record keeping
• Must possess an aptitude for coordination of departmental functions and activities and comparable administrative and advisory skills
• Must be courteous, considerate and tactful in all contacts with officers, employees, and citizens
• Must be a self-starter with the ability to organize and prioritize tasks
• Must have the ability to work in a fast-paced and dynamic office environment
• Must possess a high level of integrity and ethics
• Must have the ability to maintain accurate records
• Must be able to type with speed and accuracy
• Must be able to write legibly
• Must possess excellent communication skills, both orally and in writing
• Must be able to maintain confidentiality with regards to departmental business
• Must possess basic arithmetic skills
• Must meet or exceed all minimum hiring requirements set by the City of Quincy for civilian employees
• Must be able to talk and hear on the telephone
• Must possess the knowledge to operate dictation equipment, telephone system, computers, and have the ability to work with software programs such as Word, Access, Excel, Power Point, etc.
• Must possess a valid driver's license and must be able to pass a background check

SUPERVISORY RESPONSIBILITIES: (Direct Reports)

Record Clerks/Typists/Associates

EQUIPMENT TO BE USED:

Computer, copy machine, fax machine, scanner, calculator, dictation machine, microfilm reader/printer, digital recorder, telephone

PHYSICAL REQUIREMENTS:

Must be able to lift at least 25 pounds. Must be able to kneel, stoop, and crawl. Must be able to stoop down or raise arms to retrieve files and supplies overhead and near ground. Must be able to sit at a desk for extended periods of time.

WORKING CONDITIONS:

Must be able to work evenings and/or weekends, must be able to work in a professional office setting.