Records Supervisor

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

To supervise, assign and review the work of staff responsible for police records services, activities, and operations; to oversee and participate in all work activities; to ensure work quality and adherence to established policies and procedures; and to perform the more technical and complex tasks relative to assigned area of responsibility.

Receives direction from a Commander.

Exercises direct supervision over technical staff.

• Plan, prioritize, assign, supervise and review the work of staff responsible for processing, preparation, dissemination, maintenance, and entry of crime reports and other law enforcement records, files and statistical data; ensure compliance with applicable laws.
• Establish schedules and methods for providing police records management services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly.
• Participate in the development of policies and procedures; monitor work activities to ensure compliance with established policies and procedures; make recommendations for changes and improvements to existing standards and procedures.
• Recommend and assist in the implementation of goals and objectives; implement approved policies and procedures.
• Serve as police records system manager; audit and retrieve files; maintain original document files and adhere to established retention and destruction schedules.
• Administer various computer systems and programs including the department’s Record Management System; maintain system databases, control user access, provide training, resolve errors and audit entered information.
• Provide training and guidance to department staff regarding the use of the California Law Enforcement Telecommunications System (CLETS); ensure department meets all security policies and protocols pertaining to the entry, validation, viewing, and release of confidential information.
• Oversee purchasing and distribution of supplies; maintain inventory and order supplies as needed.
• Interpret and apply complex established laws and regulations governing the dissemination of criminal justice records; release reports, documentation and information in accordance with government and agency regulations; respond to subpoenas and court orders regarding records.
• Respond to citizen requests, questions and complaints by telephone or at the service counter; resolve difficult and sensitive citizen inquiries.
• Participate in the selection of records management staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
• Participate in the preparation and administration of the police records management program budget; submit budget recommendations; monitor expenditures.
• Maintain records concerning operations and programs; prepare reports on operations and activities.
• Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of police records management; incorporate new developments into programs as appropriate.

• Serve as liaison between the general public and other public agencies regarding any conflict of release of police records.
• Perform related duties as required.

• Operations, services and activities of a police records management program.
• Methods and techniques of police records management according to established regulations.
• Modern office procedures, methods and computer equipment.
• Principles and procedures of manual and computerized record keeping.
• Principles of supervision, training and performance evaluation.
• Basic principles and practices of budget preparation and administration.
• Principles and procedures of record keeping.
• Principles of business letter writing and basic report preparation.
• English usage, spelling, grammar, and punctuation.
• Pertinent federal, state and local laws, codes and regulations.

• Coordinate and direct the daily operations, services, and activities of the records management function.
• Supervise, organize and review the work of lower level staff. Select, supervise, train and evaluate staff.
• Recommend and implement goals, objectives, policies and procedures for providing records management services.
• Understand the organization and…