Police Records Supervisor
Police Records Supervisor
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USD 53684 - 76523
1 Vacancy
Job Description
Schedule: Monday - Friday option to work 4/10 9/80 or 5/8 schedule.
SUMMARY
Under direction to supervise plan and coordinate the activities and operations of the Police Records Division; to provide highly responsible and complex assistance and coordinate assigned activities with staff other divisions outside agencies and the public.
SUPERVISION EXERCISED
Exercises direct supervision over records support staff.
ESSENTIAL DUTIES
- Coordinate the organization staffing and operational activities for the Police Records division.
- Participate in the development and implementation of goals objectives policies and priorities for the Police Records division; identify resource needs; recommend and implement policies and procedures.
- Select train motivate and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies.
- Supervise coordinate and review the work plan for the Police Records division; meet with staff to identify and resolve problems; assign work activities and projects; monitor workflow; review and evaluate work products methods and procedures.
- Identify opportunities for improving service delivery methods and procedures; review with appropriate management staff; implement improvements.
- Participate in the development and administration of the Police Records division budget; forecast additional funds needed for staffing equipment materials and supplies; direct the monitoring of and approve expenditures; recommend adjustments as necessary.
- Collect and compile statistical data and prepare a variety of on-going and special statistical reports and graphs for the Chief of Police for monthly statistical reporting.
- Oversee that NCIC validations are kept up on a monthly basis; maintain archived reports.
- Manage false alarm unit; assist with bi-monthly false alarm meetings.
- Verify that all records requests are sent out in a timely manner.
- Assist with individuals who may be upset or difficult in the lobby or by phone.
- Process type and file a wide variety of confidential criminal and administrative reports.
- Serve as Terminal Agency Coordinator (TAC) complete monthly validation lists for the Department of Justice regarding TAC entries and inquiries; train all personnel on usage and security laws pertaining to the State computer system.
- Coordinate assigned services and activities with those of other divisions and outside agencies and organizations.
- Provide staff assistance to the Deputy Chief; prepare and present staff reports and other necessary correspondence.
- Respond to and resolve difficult inquiries and complaints.
- Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of police records management.
- Perform other related duties and responsibilities as assigned.
MINIMUM QUALIFICATIONS
Education: High school diploma or GED supplemented by specialized records management courses. Associate degree in business/public administration office management record management or related field is preferred.
Experience: Requires six years of progressively responsible related office experience including 2 years of lead capacity experience.
Certifications/Licenses:
- Valid Utah Drivers License
- Possession of or ability to obtain a TAC Trainers Certificate Spillman Systems Administrator Certificate and Records Officer Certification (GRAMA) within 12 months of employment.
KNOWLEDGE SKILLS AND ABILITIES
Knowledge of:
- Operational characteristics services and activities of a police records program.
- Modern and complex principles and practices of police records management.
- Principles of budget preparation and control.
- Principles of supervision training and performance evaluation.
- Pertinent Federal State and local laws codes and regulations.
- Modern office practices methods and computer equipment.
- Principles and procedures of record keeping and reporting.
- Safe driving principles and practices.
Skill with:
- Operating modern office equipment including computer equipment and software including Microsoft Word Excel PowerPoint and Outlook.
- Operating a motor vehicle safely
Ability to:
- Supervise and coordinate the work of records support personnel.
- Select supervise train and evaluate staff.
- Analyze problems identify alternative solutions project consequences of proposed actions and implement recommendations in support of goals.
- Interpret and apply the policies procedures laws codes and regulations pertaining to police records programs and functions.
- Prepare and maintain accurate and complete records.
- Prepare clear and concise reports.
- Prepare recommend monitor and administer budget for division. Provide explanation for variances.
- Respond to requests and inquiries from the public.
- Communicate clearly and concisely both orally and in writing.
- Establish maintain and foster positive and harmonious working relationships with those contacted in the course of work.
WORKING CONDITIONS AND PHYSICAL DEMANDS
Work in a standard office environment which includes reaching bending sitting standing talking hearing and listening.
Required Experience:
Manager
Employment Type
Full-Time
