Police Records Supervisor

Description

Under the direction of the Operation Manager, supervises and coordinates the records activities of the Police Department; serves as administrative support to all department members; produces monthly statistical reports for local, State, and Federal agencies. Exercises direct supervision over assigned clerical staff.

$7,500

• $3,000 paid at the time of hire
• $3,000 at successful completion of probation
• $1,500 at end of two years of employment

• Assist department personnel and the public in researching information and approving the release of information, pursuant to departmental policy, State, and Federal laws;
• Plan, direct, coordinate, and review work for the Police Records Unit; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff regularly to identify and resolve problems Process, type, and file a wide variety of confidential criminal and administrative reports;
• Purge arrest and crime reports as prescribed by law;
• Compile statistical data, or direct such activity, and prepare and submit routine National Incident-Based Reporting System (NIBRS) reports; and conduct records audits. Order and maintain office supplies for the department;
• Oversees the receipt, deposit, and accounting for money in the course of fiscal transactions;
• May perform matron duties as needed;
• Schedule and process registrants, including fingerprinting when required Oversee the entry, updating and retrieval of information from the California Law Enforcement Telecommunications System (CLETS) and National Crime Information Systems (NCIC); conduct internal audits for quality control and ensure compliance with California Law Enforcement Telecommunications Systems (CLETS), DOJ and FBI guidelines
• Complete monthly validation lists for the Department of Justice regarding CLETS entries and inquiries;
• Serve as the Department’s Custodian of Records as assigned; respond to routine subpoena duces tecum and public records requests for department records; consult with the City Attorney's Office, District Attorney's Office, and DOJ as needed; understand Public Records Act laws and regulations relating to criminal records and appropriate case law regarding records requests.
• Serve as the Department’s Agency CLETS Coordinator (ACC); prepare agency user agreements and other CLETS-related correspondence for the Chief of Police; conduct CLETS user training and certification programs; represent the Department during DOJ audits. Prepare work schedules for assigned staff and process time-off requests in accordance with departmental procedures; perform other routine and administrative tasks as assigned.
• Serve as system administrator for a variety of records management and intelligence databases and systems; configure system components and assign appropriate user privileges; recommend system enhancements; coordinate and resolve software problems with vendors.
• Perform related duties and responsibilities as assigned.

• Four years of increasingly responsible police records management experience.

• Equivalent to a high school diploma.

• Possession of, or ability to obtain, an appropriate, valid driver's license. Possession of a California drivers' license is required upon appointment.
• Possession of, or ability to obtain, a CLETS Trainer's Certificate issued by the Department of Justice within 12 months of appointment.

• Ability to work in a standard office environment; ability to travel to different sites and locations.
• Regularly required to talk or hear. Required to sit, stand, and walk; use hands to finger, handle or feel; and reach with hands and arms.
• Occasionally required to climb or balance; and stoop, kneel, crouch or crawl.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Candidates must clearly demonstrate through their application material that they meet the minimum qualifications of the position. All properly completed applications will be reviewed, and the most appropriately…