Records Management Supervisor

1 week ago

Odessa, Texas, United States City of Odessa Full time
Job Overview

Department: City of Odessa Police Department

Reports to: Lieutenant

Position Summary: Under minimal 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 effectively addressing administrative matters.

Key Responsibilities:

  • Utilizes expertise in Police Records Unit (PRU) policies to supervise clerical staff and support functions, ensuring compliance with state regulations, municipal policies, and OPD quality benchmarks.
  • Manages, schedules, and trains personnel; delegates tasks, conducts performance assessments, and resolves staffing issues; reviews completed work to ensure quality and punctuality.
  • 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 operations, evaluates work, and formulates recommendations for enhancing customer service and skill development.
  • Provides technical direction and clarifies policies regarding confidentiality and the dissemination of police records; addresses inquiries and resolves issues.
  • Oversees Records Unit activities, 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; offers information and assistance within the scope of authority; refers matters needing legal interpretation to the supervisor.
  • Collaborates and coordinates with other federal, state, and local law enforcement agencies.
  • Fulfills duties of PRU clerks as necessary to manage workload effectively.
  • Maintains strict confidentiality of all records and information.
  • Contributes to departmental operations through consistent and punctual attendance.
  • Promotes a positive relationship between the City of Odessa and the public by exhibiting courteous and cooperative behavior when interacting with visitors and City personnel; upholds confidentiality regarding work-related matters and City information; performs additional duties as assigned.

Minimum Qualifications:

Education, Training, and Experience: A High School Diploma or GED is required. Prior supervisory experience in a paid role is essential. Successful completion of a background investigation and polygraph examination is mandatory. Experience in technical records management within a Texas law enforcement agency is preferred.

Knowledge Requirements:

  • Understanding of policies, rules, and regulations governing police records management.
  • Familiarity with Texas Computerized Criminal History System (CCH) quality and security standards.
  • Procedures for managing official documentation.
  • Principles and practices of confidential records management and file maintenance.
  • Proficiency in business computing and specialized software applications for police records systems.
  • Knowledge of geography, roads, and landmarks in the City and surrounding areas.

Skill Requirements:

  • Ability to supervise staff, delegate responsibilities, and coach for improved performance.
  • Expertise in managing the OPD records program and operations.
  • Capability to interpret and explain standards and protocols for confidential information release.
  • Skill in clarifying federal and state regulations, as well as City policies and procedures.
  • Adept at assessing and prioritizing multiple tasks and projects.
  • Ability to interact tactfully and courteously with the public.
  • Competence in following and enforcing both 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 required.

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. Work hours are generally during regular business days but may occasionally include night or weekend shifts. The position necessitates the ability to comprehend and articulate information and ideas in both oral and written forms.

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