Job Descriptions

DEFINITION

The Public Safety Records Supervisor reports to the Public Safety Support Operations Division Manager and is responsible for planning, organizing, directing, and supervising the activities of the Police Records Unit.

This position is assigned to the Turlock City Employees Association Bargaining Unit for labor relations purposes and is subject to overtime assignments.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by the Public Safety Support Operations Division Manager, as assigned. The incumbent provides direct supervision to subordinate level clerical or technical staff within assigned support services area.

DISTINGUISHING CHARACTERISTICS

This is a supervisor classification responsible for assisting the supervision of discrete sub-divisional organizational component(s) and programs/functions within a department as determined by the Public Safety Support Operations Division Manager. The incumbent is expected to demonstrate technical competence while working as a team member and exercise independent judgment in a number of confidential and sensitive assignments. Duties and responsibilities are performed in accordance with municipal codes, ordinances, City policy, and related regulating entities.

ESSENTIAL FUNTIONS:Duties may include, but are not limited to the following:

• Performs highly complex specialized record keeping and tasks related to police functions by using automated ad manual systems.
• Supervise, train and operate all department computer systems, which include but are not limited to: California Law Enforcement Telecommunications System (CLETS), Criminal Justice Information Center (CJIS), National Crime Information Center (NCIC), and the Turlock Police and Fire Department Records Management System and other law enforcement integrated records systems.
• Maintain and update data and information tables in the police and fire Records Management System.
• Supervise subpoenas, RMS, CLETS, and all criminal records processes performed within the Records Unit.
• Assigns, coordinates, supervises, and evaluates the work of subordinate records personnel on an assigned shift for the most effective utilization of available personnel.
• Manages clerical procedures and incoming/outgoing information and records.
• Monitors employee workload and solves related problems.
• Develops/conducts training programs.
• Reviews requests for release of reports.
• Monitors the quality of computer data entry.
• Receives complaints and provides information to the public as required.
• Testifies in court as required.
• Represents the department at meetings and/or serves as liaison with other criminal justice agencies involving records or telecommunications issues.
• Performs other related duties as assigned.
• Provides specialized support services and supervision within assigned area.
• Answers questions; provides information to the public, other City departments, and other agencies; recommends and coordinates corrective actions; investigates, reports, documents and resolves complaints.
• Adapt to working shifts, weekends, holidays, nights and evenings.
• Perform all related duties of a Police Records Technician as required.
• Performs research, compiles data, and conducts studies, as assigned.
• Maintains and supervises record management system; processes and provides custody and security of various records; files historical information, lists, certificates, contracts, agreements, claims, or other specialized documents or data related to assigned program area.
• Assists with audits or requests for information by providing research and reports, as needed.
• Assists with the preparation of specialized budgets related to assigned activities; assists in budget implementation; organizes and prepares department’s Annual Report; Quarterly Report; participates in budget forecasts; alerts Public Safety Support Operations Division Manager of problems detected in budget related to planned programs, projects or expenditures.
• Provide technical support and training on computer software and hardware.
• Provide administrative support on special projects and implementation of programs and processes.
• Assists with the research, submits, reviews, coordinates and follows up on grant requests from state and federal funding sources or other contracts or agreements, as assigned; assures insurance and other requirements are met.
• Orders or purchases and distributes or assigns materials, equipment or supplies; maintains related records and inventories.
• Provides, assists with or coordinates training to others, as needed.
• Supervises staff including provision of timely performance evaluations; recommends and implements approved discipline; provides staff development; and maintains high standards necessary for efficient, professional operations.
• Builds and maintains respectful, positive working relationships with staff, supervisors, outside agencies and the public using principles of good customer service; provides effective conflict resolution, as needed.
• Models appropriate professional supervisory conduct; maintains appropriate confidentiality of sensitive information; complies with and supports City policies and procedures, labor laws, and MOU provisions.
• Attends assigned meetings and training; interacts with outside agencies and commissions; participates in teams, or committees, as needed.
• Assures staff works in a safe manner; follows safety requirements; monitors and assures compliance with regulations and other legal requirements. Performs other duties, as assigned.
• Receives and responds to citizen information requests.
• Oversees daily operations of Police Records Unit; processes information for Uniform Crime Report (UCR) to Department of Justice (DOJ), oversees maintenance of police reports, fire arson reports, sex offender registration records, narcotics violations and parking enforcement records.
• Perform other job related work as required.

MINIMUM QUALIFICATIONS:

Knowledge Of:

• Required training and certification requirements related to assigned program area.
• A variety of automated and manual law enforcement systems.
• Police department procedures and policies and Personnel Rules and Regulations.
• Laws, codes, and regulations relevant to police operations and confidentiality.
• Principles and practices of supervision.
• Technical and operational aspects of assigned function or program area.
• Statistical methods and principles.
• Modern office procedures, and methods including computer equipment, word processing, spread sheet, data base, graphic presentations and other needed specialized software applications, and internet and electronic communication usage and methods.
• Budgeting procedures and techniques.
• Principles and practices of supervision, staff selection, training and personnel management.
• Principles of effective record, file and archival management related to area of assignment.
• Principles of effective time management.
• Safe work practices and related regulations.
• Principles of conflict resolution and excellent customer service.
• Provisions, principles and practices of municipal structure and organization.
• Applicable federal, state and local laws, regulations and guidelines.
• Modern techniques for proper maintenance and destruction of police records and other documents.
• Requirements and processes for Live Scan Fingerprint Program and Live ID.
• Stays current with laws related to records retention, records release, records destruction, and records management.
• Customer service techniques.

Ability To:

• Interpret laws, regulations, and procedures and to ensure compliance in all areas and responsibilities.
• Compile information for statistical reports.
• Establish and maintain tactful, courteous, and effective working relationships with others.
• Provide lead supervision.
• Handle multiple priorities, organize workload and meet strict deadlines.
• Resolve problems.
• Make effective decisions.
• Take appropriate action in a variety of work situations.
• Understand and comply with complex state and federal regulations, laws, codes, policies as related to assigned program area.
• Understand City processes and procedures and specific requirements of assigned program area.
• Diagnose and troubleshoot complex problems and provide and coordinate appropriate solutions.
• Work with and control sensitive and confidential information and assure security for assigned program area.
• Create and maintain accurate and detailed record keeping systems.
• Facilitate and coordinate meetings or training.
• Develop and implement policies and procedures.
• Estimate, track and project revenues and expenditures.
• Plan, initiate, manage and complete complex and multiple simultaneous work assignments or projects with a minimum of direction.
• Work irregular hours, which may include late night meetings.
• Lead, manage, evaluate and train personnel effectively and maintain discipline.
• Organize, implement and supervise assigned program goals and City objectives.
• Use computer and needed programs in a highly effective manner.
• Organize, analyze, manage and implement a variety of programs.
• Assist in preparing, forecasting and administering a budget.
• Establish and maintain respectful, effective and cooperative working relationships with those contacted in the course of work.
• Communicate effectively, orally, electronically and in writing.
  

EXPERIENCE AND EDUCATION

Experience:

Three years of increasingly responsible technical, administrative or analytical experience in a public safety agency in related function areas or any experience that would have provided the opportunity to develop the required skills, knowledge and abilities. One of the three years of experience shall be in a lead or supervisory capacity.

Education:

Equivalent to an Associate’s degree from an accredited college or university with significant course work in the areas of Public Administration, Criminal Justice, Administration of Justice or related field.

LICENSE AND/OR CERTIFICATE

Possession of a valid California Driver’s License in the category necessary to perform essential duties of the position may be required as the time of appointment. Maintenance of a valid California Driver’s License and proof of automobile liability insurance is a condition of continued employment.

Successfully complete a Peace Officer Standards and Training (POST) Certified Civilian Supervisory Course within twelve (12) months from date of appointment.

PHYSICAL REQUIREMENTS

Vision adequate to operate vehicles and office equipment, read instructions and follow directions; hearing adequate to converse on telephone and in person; body mobility adequate to drive and perform required office duties including reaching and bending for files and related office items; use of hands and fingers adequate for operating vehicles, writing, typing, computer, copier, and fax machine and related functions; ability to lift office files, binders and small office equipment, as needed.