Police Records Supervisor

JOB SUMMARY
This position performs difficult clerical and technical work coordinating, supervising, and participating in coding, reporting, filing, and researching police records and police related data; does related work as required. Work is performed under the general supervision of a Police Commander. Supervision is exercised over records staff.

PHYSICAL DEMANDS
The work is sedentary work requiring the exertion of up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects. Additionally, the following physical abilities are required:

• Reaching: Extending hand(s) and arm(s) in any direction.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Manual Dexterity: Picking, pinching, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Vocal Communication: Required for conveying detailed or important instructions to others accurately, loudly, or quickly.
• Hearing: Required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound.
• Visual Acuity: Required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

WORK ENVIRONMENT
The worker is not subject to adverse environmental conditions.

• Plans, directs, coordinates, and supervises the preparation and maintenance of police records.
• Reads, analyzes, and prepares police records and reports.
• Prepares and maintains computer records systems and assists the public and other agencies by providing data.
• Develops standard operating procedures.
• Assigns work and checks for accuracy and completeness.
• Develops and manages employee training programs, conducts employee evaluations, prepares time sheets, and keeps personnel records.
• Verifies and posts data entries and reviews and analyzes information prepared and produced by the Records Division.
• Serves as records management liaison officer with other agencies.
• Ensures the security and confidentiality of records.
• Maintains inventory of records and oversees retention and disposition of record series within state guidelines.
• Answers telephone, provides information, assists the public, and answers non-routine mail requests for information or background/record checks.

• Receives, validates, receipts, and records monies and fees collected, either over the counter or through the mail, balances cash drawer daily, prepares bank deposits, and balances financial transactions.

• Performs criminal history research and compiles and updates records.
• Processes accident reports, answers questions, and processes requests for information.
• Enters data into computer program, creates and runs queries and reports, compiles statistics, and produces various reports.
• May serve as notary for various documents.
• Checks and validates criminal record entries.
• Operates standard office, data entry, and other equipment.
• Ensures essential records are packed and secured when necessary in preparation of expected natural disasters.
• Interviews potential new hires and participate in oral boards.
• Prepares periodic and special reports.
• Performs related tasks as required.

OTHER INFORMATION
Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

The job description does not constitute an employment agreement between the City of Jacksonville Beach and the employee and is subject to change by the City as the needs of the City and requirements of the job change.Education and Experience:
A high school diploma or equivalent and four years of experience in data entry and records management, with some supervisory experience.

Knowledge, Skills and Abilities:

• Thorough knowledge of record keeping procedures and practices.
• Thorough knowledge of police forms, terminology, and records.
• Thorough knowledge of departmental programs, policies, and procedures.
• Advanced time management and organizational skills.
• Ability to perform a considerable volume of detailed record work and maintain files.
• Ability to type and enter data accurately and at a reasonable rate of speed.
• Ability to operate general office and data entry equipment.
• Ability to plan, coordinate, and supervise the work of others.
• Ability to express ideas effectively, both orally and in writing.
• Ability to follow written and oral directions.
• Ability to establish and maintain effective working relationships with associates, outside agencies, and the general public.

Our employees uphold and promote the mission, vision, and core values of the City of Jacksonville Beach. To be successful, an individual must be able to perform the essential functions of the job and demonstrate a strong desire to be a part of our EPIC Team:

• Empowerment – Enabling employees to achieve work-life balance & professional growth and success
• Pride – A small coastal city dedicated to displaying a big heart through our commitment to the community
• Integrity – We hold ourselves, individually and collectively, accountable to our community and our organization
• Communication – Open & honest dialogue with our community and throughout our organization
• Teamwork– Working together with our community to achieve common organizational goals