Police Records Supervisor

Please Note: a candidate must successfully pass a thorough background investigation including a criminal history check for job-related convictions fingerprinting polygraph test credit check and a drug use history to be considered for this position.

To supervise and participate in the performance of the more difficult and complex police records preparation and maintenance work and public contact work in receiving and taking reports on an assigned shift.

DISTINGUISHING CHARACTERISTICS

This is the first-line supervisory level in the Police Records Specialist series. The class of Police Records Supervisor is distinguished from Police Records Specialist III by the responsibility for the supervision of a group of records personnel on an assigned shift. Work at this level of the class requires an incumbent to exercise first-line supervisory authority including hiring disciplining counseling evaluating performance and establishing work schedules to ensure the shift is adequately staffed on a regular basis. The Police Records Supervisor is distinguished from the higher level Senior Police Records Supervisor in that the latter exercises second-line supervisory authority is responsible for overall operation of the police records function and participates in management budget systems development and testing equipment procurement procedures and policy development interpretation and implementation functions.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by a Senior Police Records Supervisor or higher level management staff. Responsibilities include the direct and indirect supervision of subordinate staff.

TYPICAL DUTIES

• Plan assign review and evaluate the work of a group of employees on an assigned shift.
  
• Lead supervise oversee and provide technical work direction and technical training to lower-level and new employees.
  
• Administer personnel transactions and functions for the assigned unit; maintain unit personnel files and other records.
  
• Recommend and implement informal and formal disciplinary actions.
  
• Ensure personnel understand and comply with the policies related to releasing records information.
  
• Assist higher-level supervisors and managers in defining problems recommending solutions and establishing procedures for problem areas.
  
• Develop and revise functional training material and conduct training courses.
  
• Assist with the development and revision of policies and procedures pertaining to records.
  
• Understand efficiently use and train subordinate staff how to use the various computerized police systems.
  
• Respond to complex non-routine records functions inquiries and requests.
  
• Evaluate the work of subordinate staff to insure work standards are being met and to determine training needs.
  
• Coordinate and schedule adequate coverage for assigned shift maintain attendance records and monitor the use of paid overtime.
  
• Prepare performance evaluations employee appraisals and counseling for assigned subordinates.
  
• Research compile and analyze data for special projects and collect and assemble date and background material for a variety of reports.
  
• Appear in court and testify when required.
  
• Test and evaluate records management software and software updates.
  
• Prepare the Monthly Uniform Crime Report and correct crime report errors to facilitate the accurate reporting.
  
• Administer computer system security for the Police Department.
  
• Provide department-wide training for the California Law Enforcement Telecommunications System (CLETS) and ensure the department meets state mandates for this system.
  
• Merge and separate persons in the records management system to ensure local criminal histories are accurately maintained.
  -Provide exceptional customer service to those contacted in the course of work.
  
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.
  

Knowledge of:

• Principles of supervision and training.
  
• Knowledge of personnel leadership and performance evaluation techniques.
  
• English usage spelling grammar and punctuation.
  
• Arithmetic including percentages.
  
• Knowledge of computers and office-related software programs.
  
• Modern office practices procedures terminology supplies and equipment.
  
• Recordkeeping practices and procedures.
  
• Organization procedures and operating details of police agencies.
  
• Police terminology related to police records functions.
  
• Crimes and classifications codes.
  
• Laws rules and regulations pertaining to the submission storage retrieval and release of police records information.
  
• Operation and interrelationship of the various automated police information systems.
  
• Labor agreements and their application.

• Operate office machines and equipment.
  
• Plan assign review and supervise the work of subordinates.
  
• Communicate effectively orally and in writing.
  
• Work cooperatively with other City employees and outside agencies.
  
• Understand interpret apply implement and explain laws regulations rules policies and procedures related to police records processing and retention.
  
• Revise and recommend work procedures and recordkeeping systems.
  
• Assemble and organize data in order to prepare reports.
  
• Exercise independent judgment and work with a minimum of supervision.

Please note the City of Sacramentos preferred method of communication with applicants is via e-mail. As such please ensure you verify the e-mail address on your application and check your e-mail frequently including your spam and junk folders. All e-mail notifications can also be accessed through the applicant inbox.

1. Application:(Pass/Fail) All applicants must complete and submit onlinea City of Sacramento employment application by the final filing deadline;

• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
  • If applicants do not list current and/or past job-related experience in the duties area of the Work Experience section. Note: Qualifying experience is based on 40 hours per week (pro-rated if less than 40 hours/week).
  • If see resume is noted in the Work Experience section; a resume will not substitute for the information required in the Work Experience section.
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
• If youre requesting Veterans credit a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline. Information regarding the use of Veterans credit can be found in the Civil Service Board rules under rule 4.9C.
• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.

• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
• A resume will not substitute for the information required in the T&E questions.

• Please visit for a comprehensive step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT contact Live Applicant Support at .
• Visit the City of Sacramento Human Resources Department website at
• Send an email to ; or
• Call the Human Resources Department at