Records Supervisor Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of the Support Services Commander, performs high level supervisory work in the maintenance of police records and files. Work involves responsibility for exercising supervision over the maintenance, distribution, and control of the records and files of the Police Department. Incumbent acts in the capacity of custodian of records, assists the public information officer, and has responsibility for the computerized Records Management System.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Directs and assigns work to subordinates engaged in data entry, coding, filing, and retrieving varied police records.

Orients and supervises the training of employees; reviews the work of subordinates for accuracy; assists in developing new or revised records keeping procedures.

Answers inquiries by telephone or correspondence on matters related to work of the unit and related departmental policies and procedures.

Maintain liaison with the news media and assists public information officer for the department.

Compiles statistical reports; compiles and prepares monthly and annual reports; reviews various reports and records prior to submittal to various officials and agencies.

Assign work, provide instructions, and set priorities, considering availability of staff, time, materials and equipment.

Compile, summarize, and publish, statistical and research data for departmental and public requests.

Prepare UCR statistical transmittal to FDLE, analyze edits and troubleshoot.

Oversee one or more volunteers, assign work and monitor for accuracy.

Troubleshoot RMS (Records Management System) computer problems and communicate with the programmers.

Discuss problems with various agencies and vendors for a wide variety of reasons, to meet department needs, via telephone, correspondence, or meetings.

Operate a personal computer and records computer terminals.

Interpret and apply Florida laws, FDLE or City policies as they apply to Public Records and Records Retention, sealing and expunging records, etc.

Evaluate employee performance, complete evaluation form, and review with employees.

Interview applicants for volunteer, part-time positions, and regular employment when positions open.

Verify that FCIC entries are validated monthly.

Act as RMLO (Records management Liaison Officer) for Police Department records with the State of Florida.

Prepare records for destruction or off-site storage IAW rules and regulations.

Verify that court-ordered sealing or expunctions are processed correctly.

Review the work of clerks by observing results and feed- back regarding quality of work.

B. MARGINAL FUNCTIONS

Make minor repairs to various office equipment as needed.

Attend court for depositions or trials as a witness.

Notarize items.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

Completion of a bachelor's degree program at an accredited college or university with major course work in Criminal Justice, Public Administration, or Police Administration, supplemented by three years experience in the supervision of a police department unit, or any equivalent combination of training and experience. Must meet Criminal Justice Information System and Melbourne Police Department background requirements and maintain compliance throughout employment.

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of police records maintenance principles, procedures, rules, and regulations.

Knowledge of Microsoft Office Applications

Knowledge of Florida law, relating to records, criminal laws, and those pertaining to release of criminal history information and sealed and expunged records

Knowledge of modern management methods and practices.

Knowledge of Business English, spelling, punctuation, and mathematics.

Ability to work effectively and courteously with the public and other employees.

Knowledge of modern office practices, procedures, and equipment.

Ability to instruct, train, assign, supervise, and review the work of subordinates.

Ability to communicate clearly, both orally and in writing

Ability to prepare accurate correspondence.

Ability to establish and maintain effective working relationships with others.

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak and understand conversation in a normal tone of voice, in person and by phone.

Ability to use computer keyboard, and read computer screen.

Ability to lift, carry, push or pull items which may weigh between one and 30 lbs.

Ability to read reports and files.

Ability to determine research needs of customers; mail or notify customers when research is ready, and interpret the results obtained by conversing with the customer.

Ability to read and comprehend laws and explain them orally or in correspondence.

Ability to talk to vendors and submit information as needed for orders.

Ability to apply guidelines for performance evaluations, and administer evaluation.

Ability to understand appropriate state rules and regulations about records retention requirements.

Ability to trouble-shoot and identify computer problems. Look up items in the manuals, speak to programmers or send problems to help desk as necessary.

 

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date - 03/11/2015