Senior Police Records Supervisor

To plan, schedule, and supervise the personnel and work activities of the Police Records Section and to administer and enforce the laws, rules, regulations, and policies relating to police records.

This is the second-line supervisory and highest level in the Police Records Specialist series. The class of Senior Police Records Supervisor is distinguished from Police Records Supervisor by the responsibility for the overall supervision of the police records function and supervision of one or more incumbents of the Police Records Supervisor class. Work at this level of the class requires an incumbent to exercise second-line supervisory authority including hiring, disciplining, counseling, evaluating performance and establishing work schedules to ensure shifts are adequately staffed on a regular basis.

The Senior Police Records Supervisor is distinguished from the higher level Records Manager class in that the latter is an exempt management, unrepresented classification that exercises managerial authority and is responsible for overall operation of the Police Records Section.

• Plan, assign, review and evaluate the work of subordinate supervisors and employees.
• 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 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 the police records function, 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.
• Administer computer system security for the Police Department.
• Merge and separate persons in the records management system to ensure local criminal histories are accurately maintained.
• Respond to public records requests, coordinate discovery for traffic court and coordinate the testing of new or updated police records management software.
• Serve as the Agency Terminal Coordinator for the department’s access to the California Law Enforcement Telecommunications System (CLETS).
• 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…