Records Supervisor

Job Title: Records Supervisor
Department: Police
Reports To: Community Service Lieutenant
Open Date: September 21, 2022
Close Date: October 6, 2022
Hiring Salary: $26.20 - $33.48 per hour, DOE
Salary Range: $26.20 - $39.31 per hour, DOE

Job Summary:
Performs a supervisory function in the Community Services Division. Duties include overseeing the essential duties of the Records Unit, as well as completing work schedules, reviewing time cards, conducting employee performance evaluations, and ensuring public records request compliance. Additionally, the position will require above average knowledge of the current components of the department’s records management systems and the requirements of the Idaho Public Records Law. This class of employee is afforded discretion and works under general supervision.

Essential Duties & Responsibilities:
Under the direction of the Community Services Lieutenant counsels and disciplines staff;
Advises and recommends hiring and firing;

Reviews timecards, and conducts employee performance evaluations;

Assist the Community Services Lieutenant with managing the budget related to Records to include ordering, purchasing and billing;

Ensures public records request compliance;

Establishes records personnel work schedules;

Evaluates, recommends and coordinates training needs and requests for assigned personnel;

Evaluates the performance of Records personnel and counsels them as needed;

Enforces and recommends disciplinary action when necessary;

Functions as a member of the department’s supervisory team;

Is responsible for review and processing of requests for public records and any release of copies of those records is in compliance with State law and departmental guidelines;

Functions as the Department’s Terminal Agency Contact (TAC) for Idaho Law Enforcement Telecommunications System (ILETS). This includes ensuring compliance, conducting reviews and performs audits of entries for the National Crime Information Computer (NCIC);

Under the guidance of the OPS Lieutenant, is responsible for overseeing the management of body worn video tagging, redaction and processing;

Must meet the essential qualifications of a Records Clerk, which include:
Prepares incoming paper work (reports, log sheets, citations, follow-ups, etc.) for data entry into the Records Management System (RMS) and report writing system (ITS);

Performs data entry of law enforcement reports and paper work into the report writing system and RMS (ITS); including preparing and processing parking ticket payments and prosecution paperwork, and false alarm reports and billing;

Enter, update, remove and validate pertinent data in the ILETS/NCIC system according to governing regulations, policies and procedures;

Processes public records requests (PRR) and subpoenas for audio, video, written, photographic information, crime statistics, officer training and certification records, and general police department information;

Logs PRR, researches record through various computer applications, edits and redacts information as necessary following the Idaho State Public Records Law (Idaho Code 74-101 through 74-126), writes response letters, forwards information to attorney, makes corrections as necessary, copies and sends response/information to requesting party and files records;

Performs word processing, data entry and retrieval via personal computer work stations which are networked;

Files paper work in the appropriate manner and places and maintains those files (hard files and/or electronic);

Assists the public in contacting Dispatch with requests for an officer response along with receiving and processing walk-in accidents, payments, receipts, copies, maps, directions, etc.;

Responds to all internal and external customers (City employees, other governmental representatives, business organizations, community groups, and/or the public) with respect and in a courteous and friendly manner;

Handles situations in which customers are upset, confused or angry concerning their being victimized, contact with an officer, the allegation of involvement in a crime, or just in need by directing them to an officer, the appropriate person, or department;

Receives and distributes mail throughout the department to designated personnel;

Communicates with others to maximize the effectiveness and efficiency of intra and interdepartmental operations;

Notifies Dispatch of the need for an officer to respond and collects the information necessary for such dispatch;

Takes messages for officers and directs calls or appointments to the appropriate officer;

May provide general information and phone numbers to customers on other programs and services within the community;

Performs other duties as assigned or needed.

Job Specifications:
Minimum of 60 college credits at an accredited university or two years criminal justice education in a related field and a minimum of four years’ experience in records management or similar field, including supervisory management.

Knowledge, Skills & Abilities:
Must have supervisory experience, education, and training related to the above functions outlined for the position;

Specialized training in law enforcement related clerical or dispatch functions;

Experience entailing general supervision in an office or clerical setting;

Experience entailing general supervision in a related law enforcement function, such as dispatching;

Experience in systems administration or computer programming;

Requires a demonstrable knowledge and understanding of the records function in a city police department;

Must be capable of multi-tasking, setting priorities, meeting deadlines, delegating assignments, distributing workloads, and leading by example;

Requires a demonstrated knowledge of the following operating system and programs: Microsoft Windows OS, Microsoft Word, Excel, Access, and Power Point;

Requires the demonstrated knowledge to enter and retrieve data in the following records management systems (RMS), Windows based New World RMS, Incident Tracking System (ITS), ILETS/NCIC and Laserfiche;

Requires demonstrated knowledge of the internet for e-mail and browser searches;

Requires demonstrated ability to effectively communicate verbally and in writing;

Ability to communicate and deal with the public and co-workers in a professional and positive manner;

Ability to deal with a wide range of individuals, dealing with situations in which the individual may be upset over some issue involved with an officer, the department, City activities, or policies;

Ability to work effectively with frequent interruptions;

Requires demonstrated ability to solve problems;

Ability to work without supervision, establish priorities and organize work assignments for subordinates;

Ability to motivate and train subordinates on work tasks;

Ability to get along with and develop cohesive relationships between co-workers, department administration, and the general public;

Must display an attitude of cooperation and the ability to work well with others.

Work Environment and Physical Demands
Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members;

Supervisory responsibilities and decisions may increase relative stress when responding to citizen complaints that involve subordinates, or when involved in counseling, critiquing, or discussing evaluations with subordinates.

Travel Requirements:
Local travel is occasionally required;

Some in state and out of state travel may be required for training.