Supervisor, Police Records

About the role

To perform high level supervisory work in the maintenance of police records. Work involves responsibility for exercising supervision over the maintenance, distribution, and control of the records management functions of the City's Police department. Essential Functions Responsible for activities and operations of designated phase of Police Department administration, including personnel, equipment, files and records, training, public relations, performance review, applicant interviews and other assigned duties. Directs and assigns work to subordinates engaged in data entry, coding, filing, and retrieving varied police records. Orients and supervises the training of employees; reviews the work of subordinates for accuracy; assists in developing new or revised records keeping procedures. Answers inquiries by telephone or correspondence on matters related to the work of the unit and related departmental policies and procedures. Maintains liaison with the news media and assists public information officer for the department as needed. Compiles statistical reports; compiles and prepares monthly and annual reports; reviews various reports and records prior to submittal to various officials and agencies. Assists the Crime Analyst with disseminating crime statistics information. Establishes and maintains complete and compliant communications with various entities for information exchange and accurate documentation, i.e. attorneys, outside law enforcement agencies, division officers, the State Attorney's Office (SAO), the Department of Children and Families, and various other local, state and federal agencies. Supervises the process of subpoenas and notices of deposition for Department personnel. Supervises the distribution of intra-departmental mail. Assigns work, provides instructions, and sets priorities by considering availability of staff, time, materials and equipment. Compiles, summarizes, and publishes, statistical and research data for departmental and public requests. Prepares NIBRS (National Incident-Based Reporting System) statistical transmittals to FDLE, analyze edits and troubleshoot. Coordinates with MIS to troubleshoot RMS (Records Management System) computer problems and communicate with the programmers. Interacts with various agencies and vendors for a wide variety of reasons, to meet department needs, via telephone, correspondence, or meetings. Interprets and applies Florida laws, FDLE or City policies as they apply to Public Records and Records Retention, sealing and expunging records. Evaluates employee performance, provides guidance, and coaching with employees. Acts as RMLO (Records Management Liaison Officer) for the Police department records with the Florida Department of State, Division of Library and Information Services. Prepares records for destruction or off-site storage in accordance with rules and regulations. Ensures compliance with accreditation standards for law enforcement records. Verifies that court-ordered sealing or expunctions are processed correctly. Reviews the work of clerks by observing results and feedback regarding quality of work. The intent of this class description is to provide a representative summary of the types of duties and responsibilities that would be required of classifications given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Incumbent may be required to perform job-related tasks other than those specifically presented in this job description.