Administrative Supervisor

James City County • Williamsburg, VA

2d

About The Position

Performs experienced work supervising the records support staff and the day-to-day operation and management of the records section and front office of the Police Department.

Requirements

• Any combination of education and experience equivalent to an Associate’s degree supplemented by coursework in a business education program or office administration; considerable experience in administrative support work.
• Must possess, or be able to obtain within 30 days of hire, a valid Virginia driver’s license and have an acceptable driving record based on James City County’s criteria.
• Must possess, or obtain within three (3) months of hire, a VCIN Level B certification from the Virginia State Police and Public Notary certification.
• Knowledge of operations, services, and activities of a law enforcement records management program; laws, principles, practices, and techniques of police records retention and disposition; budget development and management; business letter writing; basic report preparation; applicable laws and regulations; leadership techniques, principles and procedures to assign work, schedule, supervise, train and evaluate the work of assigned staff; principles and processes for providing customer service including setting and meeting quality standards for services, and evaluation of customer satisfaction.
• Skill in use of computer software, especially Microsoft Office Suite.
• Ability to make independent decisions in accordance with policies and procedures; learn and use specialized language and technical terms; work under pressure; prioritize, organize and perform work independently; operate general office equipment; establish priorities and organize activities; monitor daily development and progress of work performed and to modify or initiate corrective action; establish and maintain effective working relationships with employees and the public; deal with public relations problems courteously and tactfully.
• Background investigation including polygraph
• Credential check
• Credit check
• Drug screen
• Local, state, and national criminal/sex offender record check
• Fingerprint-based criminal history records inquiries to both the Central Criminal Records Exchange and the Federal Bureau of Investigations

Responsibilities

• Provides effective supervision of assigned staff including selection, performance management, employee relations, training, prioritizing and assigning work and related activities.
• Maintains the Incident Based Reporting system (IBR); performs daily backups; creates, reviews and submits monthly files to Virginia State Police; reviews files and data entry by others for accuracy; retrieves information from the Virginia Criminal Information Network system (VCIN).
• Provides technical hands-on assistance to others, conducts extensive research for administrative and public reports; assists with accreditation; performs analysis; drafts reports and verifies data; communicates with government agencies, individuals, and other law enforcement agencies; ensures excellent customer service is provided to citizens and others who call, email, or visit the Police Department.
• Answers public information (FOIA) requests regarding police records; reviews and redacts documents, videos, photographs, etc. while ensuring compliance with all applicable laws and guidelines.
• Establishes and manages control and review procedures for records data/document handling, collection, imaging, scanning, storage, purging and destruction in compliance with the Library of Virginia retention schedule and all applicable laws.
• Responsible for ordering and maintaining the department’s office supplies.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees