Police Records Supervisor

GENERAL PURPOSE:

This is a safety-sensitive, non-sworn position in the City of Glendale Police Department. Performs a variety of routine and complex confidential assignments relating to the proper storage and retention of police records. Maintains an accurate accounting of all police records and ensures that all records are stored and retained in accordance with applicable federal, state, and municipal laws and ordinances. Stores and maintains records within the guidelines of all department policies, court orders, and any other special circumstances that arise on a case-by-case basis. Confidentiality is a key aspect of this position.

SUPERVISION RECEIVED:

Works under the direct supervision of the Support Services Division Commander.

SUPERVISION EXERCISED:

Directly supervise full and part time police records personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Performs supervisory responsibilities of assigned personnel which may include planning, assigning, reviewing, and directing work; performance evaluations, training and career development, address performance or personnel concerns and initiate corrective action.
• Undertakes responsibilities as the custodian of records, ensures that time sensitive requirements of criminal reports are met, and that all required documents are included. Receives, responds and fulfills subpoenas for criminal justice records.
• Preserves system integrity by conducting periodic quality assurance assessments. Recommends, establishes, and implements advances in system technology and security to the Records Management System. Serves as Department Administrator for the records management system and software interfaces.
• Maintains an accurate accounting of all police records and ensures that all records are stored and retained in accordance with applicable federal, state, and municipal laws and ordinances.
• Stores and maintains records within the guidelines of all applicable laws and procedures of municipal, state, federal and judicial systems and department policies, court orders, and any other special circumstances that arise on a case- by- case basis.
• Maintains strict confidentiality.
• Maintains accurate filing systems, records, indexes, and files, to include filing citations e-citations, maintaining report files and responding to requests for the retrieval of information from these files.
• Prepares and maintains accurate and complete information for NIBRS reporting.
• Prepares and processes a variety of reports and records including daily logs, investigation reports, field reports, DUI reports, bad check forms, vehicle impound forms, citations/e-citations, and other forms.
• Processes requests for copies of reports, records, photographs, audiotapes, body worn video and other applicable items and coordinates their delivery. Accepts these requests in person, over the phone, electronically, or in any other format that may apply.
• Collects applicable fees that the department charges for any of these items and keeps an accurate accounting of these monies. Prepares required financial reports on money collected and provides these reports to the finance department.
• Makes copies and properly routes any reports or forms that are circulated to various divisions of the department for operational reasons.
• Performs data entry functions to the Records Management System and Computer Aided Dispatch System on a regular basis. Provides information and reports from RMS/CAD when needed or requested.
• Maintains and purges all records in accordance with retention schedules and properly disposes of records when allowed by retention schedules and applicable laws.
• Maintains and organizes all applicable records storage facilities. Maintains and obtains any supplies or equipment needed to perform records duties.
• Delivers records to various locations as needed. These locations include but are not limited to the District Attorney’s office, courts, and other agencies.
• Provides quality customer service for citizens, agencies or any other entity that requests service from the Police Department.
• Performs other related duties as assigned by the Support Services Division Commander.

DESIRED MINIMUM QUALIFICATIONS:

Education and Experience:

High school diploma or GED equivalent; supplemented by two years of experience or training in records management. One year of supervisory experience preferred.

Necessary Knowledge, Skills and Abilities:

• Excellent oral and written communication skills.
• Ability to relate to, and deal effectively with, a diverse group of people and to communicate with them through written and verbal means.
• Knowledge of applicable laws and procedures of municipal, state, federal and judicial systems, including redaction.
• Ability to maintain a positive and professional working relationship with the District, County and Municipal Judges, Court Staff, and the District Attorney’s Office.
• Ability to interact in a positive and professional manner with city staff and local law enforcement agencies to achieve trust, and an effective exchange of information.
• Knowledge of computers and data processing equipment, and a knowledge of modern office practices and procedures as well as a working knowledge of accounting principles and practices.
• Skill in the operation of office and other unique equipment.
• Ability to function effectively and to take appropriate action in emergency situations.
• Ability to follow both verbal and written instructions.

SPECIAL REQUIREMENTS:

TOOLS AND EQUIPMENT USED:

Personal computer, word processing software, database software, custom dispatch and records programs, telephone, fax machine, call logging equipment, copy machine, pager systems, cellular phone, calculator, CCTV footage, motor vehicle and other related equipment.

PHYSICAL REQUIREMENTS:

• While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, use hands, fingers, handle, feel or operate objects, and stoop, kneel, crouch, or crawl. The employee is occasionally required to reach with hands and arms.
• Employee must communicate clearly and effectively; must understand and be understood.
• On rare occasions, the employee may be required to climb and balance. The employee must occasionally carry, pull, push or lift up to 20 pounds.
• Specific vision abilities required by this job include close and distance vision acuity and the ability to adjust his or her focus, allowing a broad field of vision.
• It is essential that the employee be physically able to operate a variety of computer and office equipment successfully in order to fulfill the essential functions of this position.

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee frequently works in a climate controlled office environment. The noise level in this environment is usually quiet to moderate.
• The duties listed are intended only as illustrations of the various types of work that may be performed and are in no way construed or perceived to be exhaustive.
• The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

BENEFITS PACKAGE INCLUDES:

• Medical, dental, and vision insurance
  • Employee is at no cost.  Contribution required for dependents.
• Flexible spending account
• Employee Assistance Program
• Life insurance in the amount employee’s current salary, up to $100,000.
• Short Term and Long Term Disability paid out at 60% of normal salary.
• 8% of employee’s annual salary paid into 401(a) with 5-year vesting period
• Membership for employee and dependent family members to Glendale Sports Center.
• 12 paid holidays, and 2 paid floating holidays.
• Paid vacation:
  • 80 hours vacation annually for 1^st 5 years
  • 120 hours vacation annually after 5 years
• Sick pay accrued at 96 hours annually