Records Management Supervisor

PERFORMANCE INDICATORS 

Knowledge of Job: Has thorough knowledge of administrative and data-entry duties. Knowledge of operations, services and activities of law enforcement records management with keen understanding of records management systems, Uniform Crime Statistics, and National Incident Based Reporting (NIBRS) with knowledge of principles and practices of data storage, retrieval, processing, retention and disposition. Knowledge of principles of supervision, training and performance evaluation. Must possess knowledge of the modern and complex principles and practices of the criminal justice system with knowledge of court procedures/requirements concerning criminal case filings. Has thorough knowledge of VCIN/NCIC and PISTOL computer system operations. Must have problem solving, decision making and analytical skills. Must be skilled in managing projects with strong computer skills, including accurately utilizing and operating assigned law enforcement software applications with the ability to direct the day-to-day operations of the Records Management work unit. Ability to supervise others including selecting, training, evaluating, organizing and assigning work.  Ability to read, understand and apply applicable codes and regulations to record management systems and operations. Must have the ability to orally communicate clearly and concisely, including interpreting and explaining City policies and procedures.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all co-workers and the general public in a professional manner.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Dependability: Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to supervisor with respect to vacation time and time-off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meeting job responsibilities. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems and situations. Implements decisions with a minimum of errors in accordance with prescribed policies and procedures. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified (i.e., poor communications, variance with city policy or procedures, etc.).

Relationships with Others: Shares knowledge with supervisor for mutual and city benefit. Contributes to maintaining high morale among all city employees. Develops and maintains cooperative and courteous relationships with department employees, staff and managers in other departments, to perpetuate city and departmental goals and objectives. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, supervisor, professionals, and the general public.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.

EDUCATION & EXPERIENCE 

Associates Degree in Business Management, Administrative Professional, Public Administration or a related field from an accredited college and four years of responsible police records management experience or an equivalent combination of education and experience may also be considered, including one year of lead supervisory responsibility.

SPECIAL REQUIREMENTS

Valid driver’s license with an acceptable driving record.  

Selected applicants must be available to work all assigned shifts.  This will include day shift or night shift.

Requires a comprehensive background investigation to include a local, state and federal criminal history check and sex offender registry.

Required to obtain and maintain NCIC/VCIN level certification within six (6) months of hire.

Must have the ability to work various rotating shifts to include weekends, holidays, special events, and emergency callback situations.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to operate a variety of machinery and equipment to include a computer keyboard, calculators, copiers and two-way radios and communications equipment. Must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Physical requirements of the job are those rated for Sedentary Work. Light work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls require exertion of forces greater than that for Sedentary Work, and the worker sits most of the time, the job is rated for Light Work.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes providing instructions, assignments and/or directions to the general public. Requires the ability to calm and elicit information from distressed or excited persons. Also includes receiving instructions, assignments and/or directions from supervisors or other management persons.

Language Ability: Requires the ability to read, interpret and prepare a variety of reports, records, correspondence, schedules, etc. using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, courtesy and confidence, including two-way radio communications.

Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including law enforcement and administrative terminology, and emergency response codes.

Numerical Aptitude: Requires the ability to utilize mathematical formulas. Must be able to add, subtract, multiply and divide. Must be able to utilize decimals and percentages.

Form/Spatial Aptitude:Requires the ability to inspect items for proper length, width and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using general law enforcement equipment, a variety of photographic equipment and office and communications equipment.

Manual Dexterity: Requires the ability to handle a variety of items, office equipment, communications equipment, control knobs, computer equipment, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination:Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations.

Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via two-way radio.