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.

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.

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.

• 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.

• 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…