Records Supervisor

2 weeks ago

Salt Lake City, United States City of South Salt Lake Full time
Job DescriptionJob Description

CITY OF SOUTH SALT LAKE

POSITION DESCRIPTION


Position Description: Records Supervisor

Department: Police Department

Position Grade: 20

Supervisor: Police Executive Assistant/Records Manager

FLSA Status: Non-exempt

Revision date: May 2024

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POSITION SUMMARY

The Records Supervisor works under the direction of the Executive Assistant/Records Manager; Direct, supervise, plan, and coordinate the activities and operations of the Police Records Division. Maintains security, integrity and accuracy of police records related to storage, dissemination, retention, destruction, and expungement of sensitive and confidential police records.

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ESSENTIAL RESPONSIBILITIES AND DUTIES

  1. Direct, supervise, and coordinate the organization, staffing, and operational activities for the Police Records Division.
    • Participate in the development and implementation of goals, objectives, policies, and priorities for the Records Division.
    • Assist with the selection of personnel for the division; train, motivate, and evaluate personnel assigned to the division.
    • Work with employees and the Records Manager to correct deficiencies; and resolve personnel problems.
    • Supervise and coordinate the daily functions of the Records Division.
    • Thoroughly understand and able to perform all functions of the Records Division.
    • Assist in establishing and enforcing standards of performance and job knowledge of Records personnel, including disciplinary action.
    • Approve time-off for assigned Records personnel.
    • Responsible for compiling, auditing and electronically sending monthly NIBRS (National Incident Based Reporting System) to the Utah State Bureau of Criminal Identification (BCI).
    • Responsible for FBI NIBRS quarterly and yearly crime report audits.
    • Participate and assist in department staff meetings, Records Division meetings and other meetings as assigned by the Records Manager.
    • Obtain Records Officer Certification issued through the Division of Archives and Records after 90 days of employment.
    • Responsible for correcting and merging data entry errors on computerized records management system; work with Information Technology and records management system vendors on resolving computer software problems.
    • Performs functions of cashier calculating and collecting fees, balancing cash drawer, and preparing daily deposits.
    • Certify and maintain BCI (Bureau of Criminal Identification) certification. Testing and certification must be renewed every two years.
    • Certify to assist and update Sex/Kidnap/Child abuse Offenders with UDC Interstate Compliance Unit.
    • Work closely with the Justice Court, City Attorney's Office, department supervisors, Sergeants, Lieutenants, etc. to resolve case report and citation problems.
  2. Serve as the BCI/Terminal Agency Coordinator for the department.
    • Ensure compliance with all applicable guidelines and regulations.
    • Oversee the validations and entries made in the NCIC system.
    • Train and test personnel on usage and security laws pertaining to the State computer system.

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MINIMUM QUALIFICATIONS

EDUCATION, EXPERIENCE AND CERTIFICATIONS

  • Graduation from high school or GED equivalent and four years related experience, or any equivalent combination of related education and experience.
  • Bachelor's degree in criminal justice or a related field is preferred but not required.
  • 1+ years of experience in police records services.
  • Knowledge of Versaterm CAD and management systems preferred.
  • Knowledge of police records procedures, information and privacy laws, and municipal and state laws regarding government records management and the Government Records Access and Management Act (GRAMA).
  • Possession of, or ability to obtain, TAC certification.

NECESSARY KNOWLEDGE SKILLS AND ABILITIES

  • Ability to supervise and coordinate the work of records personnel. Plan and organize work to meet schedules and timelines. Analyze problems, identify alternative solutions, and implement recommendations in support of goals.
  • Knowledge of general department programs and administrative procedures; knowledge of records management systems; knowledge of telephone etiquette.
  • Skill in word processing, spreadsheets, office machine usage and the operation of computers.
  • Ability to communicate effectively both verbally and in writing; ability to use independent judgment.
  • Ability to prioritize work based on department and production objectives.
  • Ability to manage projects simultaneously.
  • Required to have strong customer service skills and be able to facilitate a welcoming environment.
  • Must be detail oriented, and a willingness to learn and improve.
  • Positive attitude and ability to work with a variety of different people at various levels.
  • Required to have strong decision-making, and influence/interpersonal skills.

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