Lead Police Records Coordinator

2 weeks ago

Tustin, California, United States City of Tustin, CA Full time
Salary: $5, $6,896.93 Monthly

Location: Tustin, CA

Job Type: Full-Time

Department: Police Department

Description

THIS POSITION IS OPEN UNTIL FILLED AND MAY CLOSE AT ANY TIME

Under general supervision, this role provides essential support and oversight to police records personnel while executing complex and specialized records management functions.

DISTINGUISHING CHARACTERISTICS
The Police Records Lead represents the advanced journey level within the Police Records series. This position supervises a shift of records staff and aids in the maintenance of police records systems, offering information and assistance to law enforcement officials and the public. The Police Records Lead is differentiated from the Police Records Specialist by possessing a deeper understanding of relevant laws, codes, ordinances, and regulations, managing more intricate unit assignments, and leading subordinate records staff.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Police Records Supervisor and provides lead supervision to Police Records Specialists.

SELECTION PROCESS
Applicants must successfully complete each component of the selection process to advance. Notification of status will be provided throughout the process.

Examples of Duties
Responsibilities may include, but are not limited to:

• Leading and guiding records personnel on assigned shifts to ensure adherence to established policies and procedures; clarifying work processes and methods; assisting with complex or sensitive tasks.

• Enforcing security protocols related to the handling, maintenance, and release of confidential records and reports.

• Reviewing the accuracy and compliance of work performed by assigned employees; ensuring adherence to established standards and practices.

• Training records staff in work methods and procedures; providing technical guidance and support.

• Monitoring employee performance and assisting the Police Records Supervisor with performance evaluations.

• Assisting with the scheduling and coordination of staff assignments to ensure adequate coverage.

• Acting as the administrator for the electronic fingerprinting system; managing user access and scheduling training as needed.

• Processing and maintaining various departmental files and records, utilizing electronic records management systems and standard business software for data entry and retrieval.

• Scanning, indexing, and filing reports and police data; organizing records systematically.

• Compiling and verifying statistical data related to departmental operations; preparing reports for police personnel and the court system.

• Assisting the public and law enforcement agencies with inquiries; providing information regarding departmental procedures and regulations.

• Providing coverage for Police Records Specialists as necessary.

Minimum Qualifications
A combination of education, experience, and training that provides the necessary knowledge, skills, and abilities for this classification is required. A typical combination includes:

Education and/or Experience:
Graduation from high school; and three (3) years of general clerical or records management experience. Experience in police records is preferred.

Licenses and/or Certificates:
A valid California Law Enforcement Teletype Systems (CLETS) certificate is required within three months of employment.

Special Requirements:
Successful completion of a background investigation and administrative screening. Availability to work rotating shifts, including evenings, weekends, and holidays.

KNOWLEDGE, SKILLS, & ABILITIES
Knowledge of:
• Principles of lead supervision and training

• Records management procedures, including filing systems

• Standard business software applications

• Proper English usage and grammar

• Laws and regulations governing police records

Skills to:
• Operate standard office equipment and software

Ability to:
• Plan, organize, supervise, and evaluate the work of others

• Communicate effectively, both orally and in writing

• Maintain confidentiality of sensitive information

• Handle multiple priorities and meet deadlines

• Work independently with minimal supervision

Working Conditions & Physical Demands
The physical and mental demands of this position require regular sitting, talking, and using hands to operate office equipment. Employees may need to lift and move records weighing up to 20 pounds.

The City of Tustin is an Equal Opportunity Employer. Reasonable accommodations will be provided to qualified individuals with disabilities.

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