Police Records Supervisor

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Class Title

Police Records Supervisor

Class Code

1572

Salary

$62,940.80 - $88,587.20 Annually

• Definition

• Benefits

Classification Description Summary

Under direction, supervises, assigns, reviews, and participates in the work of staff responsible for the activities and operations of the Police Records Section within the Police Department including the provision of records management and identification functions; ensures work quality and adherence to established policies and procedures; and performs the more technical and complex tasks relative to assigned area of responsibility.

Essential Functions

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Plan, prioritize, supervise, review, and direct the work of staff responsible for the daily operations of the Police Department’s Records Section including Work Applicant Unit, , Public Counter, Court Liaison, Satellite Positions, Transcription, Main Records Section, and related services and operations.

Establish schedules and methods for providing assigned records management and related office support services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly.

Participate in the development of goals and objectives as well as policies and procedures; make recommendations for changes and improvements to existing standards, policies, and procedures; participate in the implementation of approved policies and procedures; monitor work activities to ensure compliance with established policies and procedures.

Participate in the selection of records staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.

Participate in the preparation and administration of the records program budget; submit budget recommendations; monitor expenditures.

Monitor training and certification of employees throughout the Police Department on records management systems, state and federal systems, and document imaging systems.

Administer various databases for the Police Department including entries, modifications, and deletions of securities, authorities, code tables, and data.

Perform the more technical and complex tasks of the Records Section including maintenance of criminal history records, records retention, the subpoena process, and completion of statistical information.

Operate various law enforcement databases including NCIC, NCJIS, and Records Management databases; obtain criminal records and other legal information in the performance of assigned duties.

Prepare, scan, verify, and validate Police Department documents.

Serve as Terminal Agency Coordinator for the City of Reno Police Department; administer and enforce the policies of the FBI and NCJIS guidelines. Train and certify employees in FBI and NCJIS compliance.

Review reports for accurate classification and scoring of offenses for National Incident Based Reporting System (NIBRS); prepare reports for submission to the state and FBI. Train and certify employees in NIBRS.

Maintain records concerning operations and programs; prepare analytical and statistical reports on operations and activities.

Attend and participate in professional group meetings; maintain awareness of new technologies, trends, and innovations in the field of law enforcement records management; incorporate new developments as appropriate.

Monitor records retention.

Act as False Alarm Administrator.

Perform related duties as required.

Minimum Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Operations, services, and activities of a criminal justice records management program.

Basic organization and operations of a police department.

Use and application of basic law enforcement terminology.

Law enforcement records management principles, procedures, techniques, and equipment.

Principles of supervision, training, and performance evaluation.

Basic principles and practices of municipal budget preparation and administration.

Principles and procedures of record keeping.

Principles of business letter writing and basic report preparation.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and statistical databases.

Operational characteristics and uses of various criminal justice computer systems and software including criminal justice databases, automated reporting and record management databases, on-line crime reporting database, and document imaging systems for archival and retrieval purposes.

Methods and techniques of dealing with the public.

Pertinent federal, state, and local codes, laws, and regulations and department rules, policies, and procedures including those governing the maintenance and dissemination release of law enforcement records.

Ability to:

Coordinate and direct the daily operations of the Police Department’s records management and related services and operations.

Supervise, organize, and review the work of assigned staff.

Select, train, and evaluate staff.

Recommend and implement goals, objectives, policies and procedures for providing records management and related support services in the Police Department.

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations.

Oversee and participate in the maintenance of accurate and current law enforcement records and files.

Prepare clear and concise reports.

Participate in the preparation and administration of assigned budgets.

Plan and organize work to meet changing priorities and deadlines.

Operate specialized automated law enforcement information systems including public safety computer systems to access and maintain data.

Adapt to changing technologies and learn functionality of new equipment and systems.

Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.

Work cooperatively with other departments, City officials, and outside agencies.

Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility.

Develop solutions to information processing and operational problems.

Work in a team based environment to achieve common goals.

Coordinate multiple projects and complex tasks simultaneously.

Meet the physical requirements to safely and effectively perform the assigned duties.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Completion of a high school diploma or equivalent supplemented by specialized training in police records management, office management, staff supervision, or a related field.

Experience:

Six years of increasingly responsible clerical support experience including three years in a criminal justice environment and one year in a lead capacity or two years as a confirmed Police Assistant II with the City of Reno.

License or Certificate:

Possession of, or ability to obtain, valid NCIC certification for inquiry and entry into the Federal Bureau of Investigation’s National Crime Information Center (NCIC) and the Nevada State Criminal Justice Information Center (NCJIS) within six months of hire.

Possession of, or ability to obtain, State certification for the National Incident Based Reporting System (NIBRS) within six months of hire.

Supplemental Information

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein 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 the essential job functions.

Environment: Work is performed primarily in a standard office environment with extensive public contact and constant interruptions; may be required to work evenings, weekends, and split shifts.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Other Requirements

Local 39 Supervisory

GS24

Last Update: 8/2019

JD 11/2018

Please use this Health and Welfare Benefit Link (http://www.reno.gov/government/departments/human-resources/benefits) to learn more about the City of Reno's great employee benefit plans and wellness programs.

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