POLICE RECORDS SUPERVISOR

The principal function of an employee in this class is to plan, supervise and review the activities of all personnel assigned to Records Unit of the Police Department. This position is responsible for the administration of a functional section, acts as duty supervisor of the Police Records Unit.  The work is performed under the direct supervision of a Division Lieutenant, but considerable latitude is granted for the exercise of independent judgment and initiative. Supervision is exercised over the work of employees in the class of Police Records Clerk.  An employee in this class performs the duties of other employees in the Clovis Police Department as required or as assigned by supervisory personnel. An employee in this job specification performs a variety of responsible clerical and administrative tasks in support of the police department administrative function to document, process, maintain and control police records, case files, statistics and related information.  

**This position has been classified as a safety sensitive position and is subject to our drug testing policy to include pre-employment, random, reasonable suspicion and post-accident for the following prohibited substances: marijuana, amphetamines, opioids, phencyclidine (PCP), and cocaine, as well as any drug not approved for medical use by the U.S. Drug Enforcement Administration or the U.S. Food and Drug Administration.**

• Assigns, supervises, evaluates, inspects and coordinates the activities of a shift of the Records Unit;
• Work includes the overseeing of the entering of data for police records into the National Incident Based Reporting System (NIBRS), responding to public information requests and other related duties. 
• Ensures staffing coverage for assigned shifts of the Records Clerks;
• Plans duty schedules and shift rotations;
• Keeps subordinates informed of new laws, Police Department policies and procedures; ensures compliance with all City, state, and federal laws regarding law enforcement and an adherence to all departmental rules, procedures and guidelines;
• Process all requests for Police reports or records;
• Process arrest booking records to include indexing, copying and review for completeness;
• Processes and conducts criminal histories and background checks;
• Files and maintains files of departmental records including police reports, computer records and other documents;
• Completes and processes incident, offense, arrest, referral, accident, crime, citation and other police reports in order forward copies to appropriate personnel, complete the reports, and provide a record of processing by checking forms, forwarding and mailing, filing, etc. following established departmental procedures for each form. Generates weekly Outstanding Report List after verifying through Record's logs and Supervisor's logs; 
• Assists Support Services Lieutenant, Captain, Deputy Chief and Chief with numerous projects;
• Is aware of time off/sick time off to be able to adjust lunches, etc. in order for the Records Dept. to be staffed accordingly;
• Processes incoming/outgoing mail; 
• Process daily balance/reconcile of revenue generated;
• Enter charge account receipts into Finance database to be billed each month by Finance;
• Processes requests for call logs and reports for media, apartment complexes, rental properties, housing authority, etc.
• Operates office equipment to accurately and efficiently prepare, process, file and maintain police records; Helps to keep office equipment in proper working order to include but not limited to calling for repairs;
• Greets individuals on the phone and in person to respond to numerous inquiries and requests;
• Scans and profiles documents into the document imaging system;
• Process subpoenas/billing from law firms, District Attorney's Office, etc.;
• Pulls data for monthly Domestic Violence/Sexual Violence national reports;
• Pulls data for monthly UCR report for FBI
• Processes sealing orders according to policy;
• Processes orders to expunge records according to policy
• Reports theft of identity reports to New Mexico Attorney General;
• Responsible for records retention
• Performs all work duties and activities in accordance with City policies, procedures and safety practices
• Performs a variety of clerical and administrative tasks for the department;
• May serve as Notary for department;
• Performs other related duties as required.
   

• High school diploma or GED equivalency, including or supplemented by courses in typing and clerical procedures; and
• Must have a minimum of two (2) years of experience as a Police Records Clerk with the Clovis Police Department, or 
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

• Principles and practices of leadership, supervision, and training;
• Police Department functions, procedures, policies, goals, organization, general orders, and rules and regulations;
• Local, state, and federal laws as applicable to municipal law enforcement records requirements;
• Business English, spelling and punctuation;
• Customer service and communication techniques;
• Proper police procedures including confidentiality of information;
• Record keeping procedures and forms;
• Personal computers and related software. 

• Supervise, train, coordinate, and evaluate the work of others;
• Supervise and lead subordinates through instruction in the performance of their duties;
• Understand and apply departmental, state and local law enforcement procedures, policies, rules and regulations;
• Analyze situations quickly and objectively, to recognize actual and potential dangers, and to determine proper course of action;
• Establish and maintain effective relations with fellow employees and with citizens with varied racial, ethnic, or economic backgrounds;
• File and maintain office records for easy retrieval of information;
• Respond to the requests and inquiries tactfully and courteously;
• Write and record detailed information with accuracy and speed;
• Perform multi-tasks with numerous interruptions;
• Accurately proofread numerical and text data;
• Read, understand and follow detailed written rules, regulations, procedures and instructions;
• Communicate clearly and concisely, orally and in writing;
• Operate a personal computer and related software;
• Operate general office equipment;
• Respond to citizen requests in a courteous and effective manner;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;