Records Management Supervisor
2 weeks ago
Department: City of Odessa Police Department
Reports to: Lieutenant
Position Summary: Under general supervision, oversees the operations and personnel of the Police Records Unit within the Odessa Police Department. Ensures adherence to records management policies and procedures, while maintaining accuracy and security standards, and addressing administrative matters effectively.
Key Responsibilities:
- Utilizes expertise in OPD Police Records Unit protocols to supervise clerical staff and support functions, ensuring compliance with state regulations, municipal policies, and OPD quality benchmarks.
- Manages staff scheduling, training, and performance evaluations; assigns tasks, resolves personnel challenges, and reviews work to guarantee quality and timeliness.
- Conducts regular meetings with team members to address technical challenges, workload distribution, accuracy concerns, training needs, resource management, and the integrity of records systems; monitors unit operations and provides recommendations for enhancing service delivery and skill development.
- Offers technical support and clarifies policies regarding confidentiality and the dissemination of police records; addresses inquiries and resolves issues.
- Oversees Records Unit operations, ensuring compliance with security protocols and timely completion of reports and documentation; updates, corrects, retrieves, and disseminates information as per established procedures; reviews and releases modified OPD records.
- Compiles Uniform Crime Reports and other necessary summary, status, and financial documentation.
- Responds to inquiries regarding PRU services and records; elucidates policies and procedures; provides information and assistance within authorized limits; refers matters needing legal interpretation to the supervisor.
- Collaborates with other federal, state, and local law enforcement agencies.
- Fulfills the duties of PRU clerks as required to manage workload demands.
- Maintains strict confidentiality of all records and information.
- Supports departmental functions through consistent and punctual attendance.
- Promotes a positive relationship between the City of Odessa and the public by exhibiting courteous and cooperative behavior during interactions with visitors and City personnel; ensures confidentiality of work-related matters and City information; performs additional duties as assigned.
Minimum Qualifications:
Education, Training, and Experience: A High School Diploma or GED is mandatory. Previous supervisory experience in a paid capacity is essential. Successful completion of a background investigation and polygraph examination is required. Experience in technical records management within a Texas law enforcement agency is preferred.
Knowledge Requirements:
- Understanding of policies, rules, and regulations governing police records programs.
- Familiarity with Texas Computerized Criminal History System (CCH) quality and security standards for police records.
- Knowledge of procedures for managing official documents.
- Principles and practices related to confidential records management and file maintenance.
- Proficiency in business computers and specialized software applications for police records systems.
- Awareness of geography, roads, and landmarks in the City and surrounding areas.
Skills Required:
- Ability to supervise staff, delegate tasks, and coach for improved performance.
- Expertise in overseeing the OPD records program and operations.
- Capability to interpret and explain standards and protocols for the release of confidential information.
- Skill in clarifying federal and state regulations, as well as City policies and procedures.
- Adept at assessing and prioritizing multiple tasks, projects, and demands.
- Proficient in interacting tactfully and courteously with the public.
- Competence in following and enforcing verbal and written instructions and procedures.
- Effective communication skills, both verbal and written.
Licensing and Certification: Must be able to obtain certification for access to the Texas Law Enforcement Telecommunications System (TLETS) from the Texas Department of Public Safety immediately upon hire; additional technical training and certifications may be necessary.
Physical Demands and Work Environment: The role is typically performed in a standard office setting and requires the physical capability to execute common administrative tasks and operate office equipment. Regular business hours are expected, with occasional night or weekend work. The position necessitates the ability to comprehend and articulate information and ideas effectively in both oral and written forms.
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