Records Supervisor jobs in Providence, RI

SUMMARY

Performs varied clerical work of a limited and directed capacity in a public safety office setting. Assists in the day-to-day operations of the office, including assisting the general public in receiving payments or answering general inquiries, writing correspondence, recording or balancing cash transactions, maintaining the filing system, answering phone calls, processing daily mail, and other similar tasks. Directs and coordinates activities of personnel in regards to records, verifying work of accuracy or that non-public information is protected. Must maintain a high level of confidentiality about all police records and any other obtained information, criminal or personal.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other duties may be assigned.

GENERAL OFFICE DUTIES:

• Plans and assigns work to subordinates in the Records Office
• Maintains financial records as needed, depositing money and checks in a timely fashion.
• Processes purchase orders and requisitions, invoicing
• May fill in as Payroll Clerk and perform all responsibilities associated with that position.
• Checks police reports against logs.
• Classifying offense reports
• Works with insurance companies to provide information as required
• Serves as a first point of contact at the ticket window, assisting the general public in answering general inquiries or responding to complaints
• Collecting monies and documenting all generated revenue daily
• Composing and typing routine letters, reports, forms, and other materials
• Performs general phone work in contacting the public or responding to questions involving some interpretation of ordinances or departmental policy
• Accepting applications for a variety of licenses and collecting and accounting for fees
• Maintaining records of financial information not requiring technical bookkeeping knowledge
• Assists with maintaining records and billing for fire department rescue service.
• Maintaining production records and checking the accuracy of work
• Maintaining a high level of confidentiality about all police and fire records and other information obtained, personal, medical, or criminal.
• Workday/week will be distributed between Police Administration and Fire Departments at the discretion of the Supervisor, where trained.
• Possessing a general knowledge of the Access to Public Records Act, RI General Laws, Section 38-2-1, up to and including Section 38-2-15, and its application to the Records Division
• Performing related work as assigned

VIN DUTIES

• Assist in the day-to-day operation of the VIN/front office within the police department.
• Handle incoming phone calls from auto dealers and the general public.
• Attend to citizens/customers at the front window of the Police station.
• Complete the DMV Form TR-5 which documents the verification of the VIN required to register a vehicle at the DMV.
• Accountable for recording cash revenue generated from VIN inspection fees.
• Balances cash against the TR-5 forms and forwards monies to the Administration Office.
• Assist in the training of new vin inspectors.

TRAFFIC OFFICE DUTIES

• Answer inquiries regarding ordinance, parking, camera, and moving violations by phone and in person at the traffic window.
• Collecting of fines and court fees and reconciling transactions.
• Reschedules court appearances as necessary.
• Scan tickets and correspondence to a digital file.
• Purge parking violations for owner’s liability tickets to be issued.
• Preparation of Municipal court dockets including sorting and assembling tickets, attaching abstracts, and using RILETS to acquire violators driving histories.
• Processes parking violations; sorts ticket, runs license plates in RILETS and performs data entry of each ticket into the City’s Municipal court software.
• Assist with checking in the public for their court appearance.
• Help with all mail sorting and other clerical work related to Municipal court.
• Notarize documents, when licensed.
• Daily communication with the RI DMV and the Rhode Island Traffic Tribunal relating to license suspensions and driving records.
• Back up the Sr. Municipal Court Supervisors' courtroom and trial duties in their absence.

RECORDS DUTIES

• Compiles daily dispatch logs and disseminates to the Mayor’s office, Chief’s office, Pawtucket Housing Authority, and faxing/emailing local news media.
• Provide police reports to the public as defined by the State Public Records Law. This includes determining if a record is available for public disbursement, redacting information that is not allowed to be given out, and collecting report fees.
• Helping the public with APRA requests and delivering these requests to the Law department.
• Assisting the law department in compiling information for APRA requests.
• Retrieves and sorts the daily mail
• Scan, copy and file all Police offense and arrest reports in both IMC and the Police Department central records center.
• Assist the general Public, internal City departments, and representatives from other agencies with obtaining police-related information.
• Process accident reports for insurance companies including redacting reports and preparing bills for records fees.
• Collect monies for copies of requested reports and balance cash receipts daily.
• Maintaining a high level of confidentiality about all police records and other information obtained, personal, medical, or criminal.

SUPERVISORY RESPONSIBILITIES

Directly supervises, plans, and assigns work to the Public Safety personnel regarding records inquiries or tasks.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Possessing a general knowledge of the Access to Public Records Act, RI General laws, Section 38-2-1, up to and including Section 38-2-15, and its application to the Records Division.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

Additionally, candidates must know the “Access to Public Records Act”

Full knowledge of Microsoft Excel, Word, and IMC computer programs.

A typing test with a minimum of 35 words will be administered.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

None

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

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 individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Job Type: Full-time

Pay: $49,624.78 - $53,635.16 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Relocate:

• Pawtucket, RI 02860: Relocate before starting work (Required)

Work Location: In person