Administrative Services Coordinator

Administrative Services Supervisor

This is a full-time, non-exempt position responsible for supervising and coordinating the daily operations of the Police Department front office. The position reports directly to the Lieutenant of Support Services and provides direct, on-site oversight of non-sworn administrative personnel. This position promotes efficient operations, improves communication, enhances accountability, and ensures consistent, professional service to the public. Through hands-on leadership and operational oversight, this position significantly strengthens the overall management and effectiveness of the front office, including the Records Unit and Municipal Court Clerk.

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Provides direct, on-site supervision of non-sworn front office personnel, including Records Clerks and the City Court Clerk
• Coordinates and manages daily staff schedules to ensure continuous front office coverage during normal business hours.
• Oversees daily front office operations, including police records functions, City Court administrative duties, and public interactions.
• Ensures accuracy, timeliness, and compliance of work products with departmental policies, records retention requirements, and applicable laws.
• Monitors and processes public records requests, including JustFOIA requests, and ensures legally compliant report red actions.
• Ensures proper filing, record maintenance, and adherence to established records retention schedules.
• Prepares and submits required monthly and annual reports and statistics.
• Ensures all City Court-related administrative responsibilities are completed accurately and on time.
• Monitors the Tennessee Incident-Based Reporting System (TIBRS) compliance. Ensures that monthly data submissions are within acceptable error rate and are on time. Ensures that all personnel who are RACs and Alt-RACs maintain their certifications and training.
• Supervises the alarm permit registration and false alarm violation process, ensuring accurate tracking, timely processing of permits, and consistent enforcement of false alarm penalties in accordance with departmental policy and applicable municipal code
• Trains, mentors, and evaluates non-sworn personnel; ensures staff maintains required certifications.
• Identifies operational issues and recommends improvements to workflows, procedures, and efficiency.
• Assists with departmental logistics and administrative support functions as assigned.
• Performs related duties as required to support departmental operations.

Minimum Training and Experience Required to Perform Essential Job Functions Associate's degree or coursework in Criminal Justice, Public Administration, Business Administration, or a related field required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Requires familiarity with public records laws, retention requirements, and confidentiality standards; experience processing public records or FOIA requests;

experience with records management systems or court management software; strong customer service experience in a public-facing role; and experience supervising administrative or clerical staff. (ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of automated office machines which includes a computer, printer, copier, facsimile machine, calculator, telephone, etc. Must be able to use body members to work, move, or carry objects or materials. Must be able to exert up to twenty pounds of force occasionally, and/or up to ten pounds of force frequently. Physical demand requirements are at levels of those for sedentary to light work.

Work is performed primarily in an office environment within the Police Department, with frequent interaction with the public, sworn personnel, court personnel, and city employees, and may require sitting, standing, walking, and performing repetitive clerical tasks for extended periods, with occasional schedule adjustments based on operational needs.

DATA CONCEPTION:
Requires the ability to compare and or judge the readily observable functional, technical, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things. INTERPERSONAL COMMUNICATION:
Requires the ability of speaking and/or signaling people to convey or exchange administrative information. Includes giving assignments and/or directions to coworkers or assistants. LANGUAGE ABILITY:
Requires the ability to read a variety of informational documentation, directions, instructions, policies, procedures, and legal requirements related to the job of Administrative Services Supervisor. Requires the ability to write reports, schedules, evaluations, and correspondence with proper format, punctuation,…