Police Records Supervisor

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Rate of Pay

Work Shift

Job Summary

Job Description

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 Driver’s License

• Possession of, or ability to obtain a TAC Trainer’s 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.

Supervisory Level

Job Exempt from Overtime: