Police Records Supervisor

Definition

**Internal applicants only**

Definition: Under general supervision, supervises a unit of clerical personnel performing a variety of technical and clerical support work in entering, retrieving and verifying police records information and responding to request for information from law enforcement officers, agents of the court and the public. This is treated as FLSA Non-Exempt.

Essential Functions : (Essential functions may vary according to job-specific demands, but may include, but are not limited to, the following tasks, skills, abilities and general professional qualifications. This list of tasks are ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification).

Examples of Tasks

Supervises staff: directs and evaluates assigned staff; processes employee concerns and problems; directs daily work; counsels, coaches, and disciplines assigned employees; completes employee performance appraisals; conducts interviews and make hiring recommendations.

Coordinates daily work activities; organizes, prioritizes, and assigns work; monitors status of work in progress and inspects completed work; confers with assigned staff, assists with complex/problem situations, and provides technical expertise; coordinates or conducts staff training activities.

Prepares and maintains a variety of operational and production reports and submits to management for review and planning purposes.

Runs records checks of arrest, conviction and traffic violation history in response to authorized requests; runs periodic reports of criminal activities by type of crime, officer assigned, or other category.

Supervised and instructs subordinates in the transcription, typing and preparation of interview/interrogations and various other types of records, reports and correspondence to facilitate the maintenance of maintaining accurate, complete and current case files; prepares and maintains payroll records for unit staff, including regular/overtime hours, annual/sick leave, and travel/per diem claims.

Participates in the accomplishment of organizational, departmental and division goals and objectives; assists in evaluation efficiency and effectiveness of program operations, procedures, and use of resources; recommends and /or implements improvements as needed.

Analyzes, develops, implements, and maintain policy and procedure related to the Records Bureau.

Oversee, implement, and provide feedback in regards to classifying reports using the National Incident Based Reporting System (NIBRS) guidelines.

Assists and manages the duties and responsibilities described within the Police Records Clerk job specifications.

Adheres to all training, policies, procedures, rules, regulations, standards, chain of custody, rules of evidence and laws. Maintains strict confidence and security of all data, financial accounts, information, intelligence, metrics, audio, video, computer analytics and meta data, police reports, supplements and associated case files, physical evidence, photographs, statistics and any other materials that are confidential and sensitive to all cases, investigations, personnel records and the operations or property of the SRPD and SRPMIC.

Performs other job related tasks that facilitate departmental operations, as assigned.

Knowledge, Skills, Abilities and Other Characteristics:

Knowledge of the coding system used to identify the various crimes and criminal activities to be entered into the personal computer based records and computerized criminal justice information systems.

Knowledge of the confidentiality requirements of police records and information.

Knowledge of who is authorized to receive the various types of information available in the records systems.

Knowledge of the principles and practices of supervision, training and performance evaluation.

Knowledge of modern office procedures, techniques and automated equipment.

Skill in supervising and leading staff.

Skill in effectively communicating and making decisions related to police records.

Skill in coding and entering data and information into a records management system preferably New World, Law Enforcement Records Management System (LERMS).

Skill in establishing and maintaining effective working relationships with law enforcement officers, agents of the court and the public.

Skill in understanding and following complex written and verbal instruction.

Skill in operating a variety of standard office equipment.

Skill in understanding and interpreting complex statutes, ordinances, regulations and standards.

Skill in reviewing and evaluating the work of staff to insure that established policies are met.

Skill in maintaining confidentiality and using discretion in dealing with sensitive information.

Ability to plan, assign, coordinate and supervise the work of subordinates.

Ability to follow verbal and written instructions.

Ability to compile and maintain complex and extensive records.

Ability to operate a department vehicle to transport records as necessary.

Minimum Qualifications

• Education & Experience: Graduation from high school or GED equivalent, Associate's degree preferred.
• Two (2) years of experience which includes managing, handling, and processing police records with a law enforcement agency.
• At least one (1) year of Supervisory experience, police records-related supervisory is preferred.

• Licensing/Certification Requirements: Valid AZ Driver's License. Obtain and maintain a Level A Terminal Operator Certification awarded by Arizona Criminal Justice Information System Division within six (6) months of hire or promotion date. Arizona Notary Public within six (6) months of hire or promotion date.

• Equivalency: Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position, will be considered.

Special Requirements

• Successful completion of Police Department background investigation and polygraph examination.

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified : Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.

The IHS/BIA Form-4432 is not accepted .

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.

Benefits:

The SRPMIC offers a comprehensive benefit package including medical, dental, vision, life, disability insurance, and a 401(k) retirement plan. In addition employees enjoy vacation and sick leave and 13 paid holidays.