Records Supervisor
1 month ago
Under general direction, the Records Supervisor performs complex clerical, secretarial and administrative support services to the Sheriff’s Office. This position is responsible for the maintenance of Sheriff’s Office records and ensures all legal record keeping requirements are fulfilled This position affects the operation of the department, which may include the well-being of the immediate staff of the Sheriff’s Office and requires the timely provision of services to others. This position must meet deadlines, have good attendance, be punctual, be reliable, have honesty, integrity, be free from moral turpitude, and have a proper attitude. This position will work in coordination with the Incident Based Reporting Coordinator when the need arises, and a general understanding of the National Incident Based Records System requirements is required. Must maintain a high level of confidentiality.
Responsibilities:
- Plans, prioritizes and assigns daily work tasks.
- This position will supervise employees directly assigned to record management duties and coordinate with other departments whose employees are responsible for record management activities directly related to maintained information.
- Custodian of all Class B and above warrants issued in Hays County.
- Responsible for research, timely entry and removal of records in the state and national databases (TCIC/NCIC).
- Researches and validates Texas Department of Public Safety monthly validation audits.
- Oversees the preparation of the Uniform Crime Report (UCR).
- Reads and categorizes offense reports for transfer to the Uniform Crime Report for the Department of Public Safety. Ensures that all reports are accounted for.
- Records and reports UCR statisctics to the DPS by the required monthly deadline.
- Maintains a variety of records and statistical reports (both monthly and annual).
- Copies and collates materials for distribution and records storage.
- Establishes and maintains various computerized and paper files.
- Retrieves, records and refiles paper or computer documents.
- Answers, screens and directs telephone calls.
- Responds to questions and makes referrals to other sources of information.
- Provides resources for administrative support in all capacities to agency employes/units where assigned including CID, Patrol, Records and Warrants.
- Provides office coverage when needed for the other administrative staff, including but not limited to, answering phones, completeing records, information gathering, issuing equipment, vehicles, etc.
- Takes dictation, transcribes and types correspondence.
- Composes, types, edits and prepares various final correspondence to include letters, requisitions, memoranda, reports, forms, narratives and bulletins.
- Maintains the integrity of official records and files of the department, including the Records Management System (RMS) and Computer Aided Dispatch System (CAD), online/internet systems, Page 2 of 4 email service requests, Open Records requests, and departmental correspondence and other records/files as assigned.
- Attends and participates in training seminars and programs continually keeping abreast of changes in procedures, regulations and laws for record keeping.
- Reads and comprehends law enforcement records, offense codes, and regulations governing records management activities.
- Performs the more technical and complex tasks of the work unit including ensuring compliance with applicable rules and regulations of the Open Records Act/Freedom of Information Act, related to law enforcement records management. Will coordinate the process and work closely the District Attorney’s Office to ensure compliance with federal standards.
- Maintains schedules that track deadlines associated with the Texas Public Information Act and meets those deadlines.
- Interprets, applies and enforces all current laws, regulations and procedures governing the security and processing of public safety records.
- Exercises judgement and discretion in dealing with the public and in interpreting and applying departmental policies and procedures.
- Composes and prepare reports, records and correspondence.
- Interprets and executes complex written and oral instructions.
- Multi-tasksand remains calm and acts resourcefully in the performance of job responsibilities.
- Work closely with other Record Supervisors, reviewing and processing expunction and sealing orders from the court.
- Coordinates with other Record Supervisors to oversee the records destruction process; submits reports to the Texas State Library.
- Handles all correspondence, written and electronic regarding offense reports and criminal histories.
- Creates new or updates existing procedures and forms to comply with current laws and regulations.
- Maintains Racial Profiling Reports. Informs supervisor of progress, potentially controversial matters, and assists this position with unusual circumstances that do not have a clear precedence.
- Requires the employee to be able to render credible testimony in any court proceeding to include Justice Courts, County Courts, District Courts and any U.S. Federal Court.
- Establishes forms and records management policies for the Hays County Sheriff’s Office
- Trains sworn and non-sworn personnel on changes in the Records Management Systems, laws, systems, and resources available in records management.
- Evaluates and documents employee performance, including but not limited to periodic performance evaluations, corrective and disciplinary action, employee coaching, and regularly communicates this information with supervisors.
- Performs other duties as assigned.
- Proficient skill in planning, assigning and coordinating activities in a high paced environment.
- Exceptional skill in operating standard office equipment including computers, printers, telephone, etc.
- Knowledge of the Texas Public Information Act, the adopted Texas State Library Archives Commission records retention schedule and of terminology associated with police records functions. Page 3 of 4
- Knowledge of the Uniform Crime reporting guidelines for coding and reporting.
- Knowledge of the National Incident-Based Reporting System (NIBRS) to read and categorize offense reports for transfer to the recording agency. Exceptional skill in extracting and organizing detailed information.
- Exceptional skill in providing information and assistance to office staff, visitors and callers.
- Exceptional skill in customer service. • Exceptional skill in telephone etiquette and customer relations.
- Exceptional skill in of accounting procedures and performing basic mathematical calculations.
- Exceptional skill in establishing and maintaining effective working relationships with federal, state and local law enforcement agencies, outside professional working relationships and the general public.
- General skill in designing and implementing new forms and office procedures.
- General organizational skills.
- General skill in expressing oneself clearly and concisely, both orally and in writing.
- General typing skill of 50 wpm or greater.
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