Police Records Supervisor

The Records Supervisor is responsible for the planning, coordination and oversight of the activities of the Police Records Department for the City of Casselberry. The Records Supervisor is responsible for the direct supervision and evaluation of the performance of direct and subordinate staff. The Records Supervisor exercises considerable discretion for independent decisions based on technical or professional knowledge. Provides oversight and coordination of the Police Records Department. (70%) Recommends plans, programs and courses of action to Police Captains and implements such plans, programs and actions that are consistent with the policy direction of the Police Department. Oversees and ensures the accuracy of electronic filing, indexing and scanning of preceding days’ police reports as defined in the Uniform Crime Report (UCR) and forward accordingly to the State Attorney’s office. Receives request, reviews and performs court ordered Seals and Expungements of criminal arrest files. Prepares stolen property monthly validations to ensure accurate documentation for each case, notifications to victims and dissemination of validations to the Seminole County Sheriff’s Office. Oversees and provides support to Records staff regarding public records requests that do not adhere to the defined policies and procedures. Supervises the Senior Records Clerk and the Records Clerk in the logging and uploading of traffic accidents/reports into the records management system. Responds timely to requests from customer(s), internal and/or external, for preparing public records requests. Acts as Point of Contact for specific governmental agency databases. (15%) Serves as Point of Contact (POC) for the Department of Highway Safety and Motor Vehicles and performs quarterly audits per memorandum of understanding. Serves as Point of Contact (POC) for Florida Crime Information Center/National Crime Information Center (FCIC/NCIC) and maintains FCIC certifications for all City Police Officers per memorandum of understanding. Establishes and terminates individual access to the assigned governmental agency databases. Supervisory Responsibilities (10%) Supports and exemplifies the City’s identified core values, supports the mission and assists the City to attain its’ vision and goals through the efficient operation of assigned employees and/or departments. Carries out management responsibilities in accordance with the organization’s policies, procedures and applicable laws, including employment laws. Collaborates with Police chain of command and/or HR in accomplishing employee selection, training and performance management functions. Collaborates with Police chain of command and/or HR to address complaints and assist in resolving employee relation issues and holds employees accountable for their performance/behaviors as necessary. Plans, assigns and directs work of directly supervised staff. Rewards employees appropriately and evaluates performance in a timely manner using the employee evaluation forms instituted by the City of Casselberry. Oversees and ensures that the required Department/Division orientation and training and applicable on-the-job training is completed. Additional Duties and Responsibilities (5%) Performs all duties and responsibilities in a manner consistent with the core values of the City, and consistent with City and Department policies. Follows safe working practices and has a working knowledge of safety practices and procedures. Attends or designates personnel to attend conferences and meetings to keep abreast of current trends in the field. Recommends to supervisor proposed expenditures for the Records Department budget. Acts a notary public, if licensed. Completes required or assigned training timely and applies acquired knowledge and/or skills. Adheres to laws, regulations, and policies of the City and of the assigned Department. Follows instructions provided by the supervisor, Department Director or their designee. Participates in department meetings, staff meetings and other related activities. Maintains, preserves, retains and disposes of public records according to FS Chapter 119. Emergency Management Role Participates as a member of the City staff as required to take action in the event of an emergency. Acts in the assigned role to support the City in disaster preparation and/or disaster recovery efforts as described in the City of Casselberry Emergency Management Plan, assigned by supervisor or designee. (These essential and additional job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job related marginal duties as assigned.) To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Education and Training A High School Diploma or GED is required. Experience A minimum of three (3) years’ experience in law enforcement records system/public records or related field is preferred. A comparable combination of education and experience may be considered. Certificates, Licenses and/or Registrations Required Must possess and maintain a valid Florida Driver’s license. A Motor Vehicle Record (MVR) check will be made to determine acceptance of past driving record. Security Clearance Florida Department of Law Enforcement level background clearance. Knowledge, Skills and Abilities Knowledge (advanced level) of local, state and federal regulations affecting work. Knowledge (advanced level) of public records and disclosure regulations (FS 119.07). Knowledge (advanced level) of departmental rules, policies and procedures. Knowledge (intermediate to advanced level) of Café Management System or similar record management system. Knowledge of modern police recordkeeping procedures and practices. Knowledge of police forms, terminology and records. Knowledge of basic supervisory practices and procedures. Skill in effectively dealing with the public and other agencies. Ability to safely operate a motor vehicle. Ability to conduct interviews of prospective employees. Ability to establish and maintain effective working relationships with other employees and the public. Ability (intermediate to advanced level) to utilize Microsoft Office Suite, e.g. Outlook, Work, Excel, and other related programs. Ability to support the Mission of the City of Casselberry: Committed to protect and enhance the quality of life within its community. Ability to support the Core Values of the City of Casselberry. Ability to support the Vision of the City of Casselberry: A vibrant, affordable, diverse, and progressive community where citizens feel safe, enjoy their neighborhoods, and access their city government. The work environment and physical demands described here are representative and not intended to be all-inclusive of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made when requested to enable individuals with disabilities to perform the essential functions. Work Environment: This position performs the duties in an office setting. The noise level in the work environment is moderate and consistent with an office environment. Physical Demands: The primary functions require frequent periods of time sitting and walking, using hands to handle or feel and reach with hands and arms, occasionally this position may stand and bend. In addition, this position may be required to occasionally lift and carry up to ten (10) pounds. This position is regularly required to use vision, speech and hearing, with or without assistive devices. Equipment/Tools and Technology Used: This position utilizes the following tools and equipment while performing the duties of the job: Desktop computer, desk phone, desktop scanner, fax, printer/peripherals, paper shredder and other related equipment. Employee Infection/Exposure Risk Classification: Category III: Employee performs tasks that do not involve exposure to blood, body fluids or other potentially infectious materials (OPIM). Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid, or to be potentially exposed in some other way. Tasks that involve handling of implements or utensils, use of public or share bathroom facilities or telephones, and personal contact such as handshaking are Category III tasks. #J-18808-Ljbffr City of Casselberry