Police Records Supervisor

City of Mount Vernon•Wa, WA

3d•Onsite

About The Position

Under limited supervision and working under the direction of a Lieutenant, the Police Records Supervisor plans, supervises, and reviews all of the activities and personnel of the Records and Property Divisions of the Department. The position responds to, delegates, and monitors responses to Public Disclosure Requests and ensures compliance with all legally mandated time frames. Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following : Manages employees of the Records and Property Divisions; answers questions, schedules, plans, organizes, and directs; schedules and deploys personnel according to Division needs. Monitors flow of department records; develops, reviews, and adjusts records and property procedures to ensure compliance with state and federal requirements. Coordinates and administers state and national software systems that hold warrants, protection orders, stolen items, public disclosure requests, fingerprinting, etc. Manages Public Disclosure Requests, responds when appropriate, and ensures all requests are responded to in a timely manner. Oversees, reviews, and corrects all department timesheets and submits timesheets to finance; makes deposits of incoming funds to City Hall Finance Department. Trains and coordinates the training for personnel on legislative changes, new software, or updates to existing procedures; attends regular training to keep abreast of laws related to public disclosure, gun laws, legislation pertinent to Records and Property Divisions. Participates in the selection and hiring process; trains personnel; reviews and evaluates Records/Property employees annually. Prepares for and attends division meetings and staff meetings; prepares presentations and information for various groups and audiences; reports on Division conditions and activities. Responds to daily media inquiries and coordinates responses with the Criminal Investigations Lieutenant or Department PIO. Conducts annual reporting of statistical information and ensures all required monthly data reporting occurs. Oversees audits for OJJ Detained Juveniles, state and national Criminal Justice Information entries, state public disclosure request reporting, semi-annual property room and any other records or property audit requirements. Manages compliance with state and federal databases and oversees related compliance audits. Re-backgrounds existing employees annually for criminal history and driving record. Helps prepare the Division budget and oversees expenditures; submits invoices for payment; determines equipment needs and orders items. Performs related duties as assigned.

Requirements

High school diploma or GED.
Must be 21 years of age.
Five (5) years of related experience in police operations or police records including experience in National Incident-Based Reporting System (NIBRS) and Records Management Systems AND three (3) years of supervisory experience; OR an equivalent combination of education, training, and experience.
Must be able to successfully pass the Oral Civil Service Examination.
Must be able to successfully pass the Background Investigation.
Must be able to successfully pass the Polygraph Examination.
CPR, First Aid, and AED Certification is required.
Access II (State Database System) Certification is required within six (6) months of hire.

Nice To Haves

An Associate’s Degree in Criminal Justice, Business Management, or a closely related field is preferred.

Responsibilities

Manages employees of the Records and Property Divisions; answers questions, schedules, plans, organizes, and directs; schedules and deploys personnel according to Division needs.
Monitors flow of department records; develops, reviews, and adjusts records and property procedures to ensure compliance with state and federal requirements.
Coordinates and administers state and national software systems that hold warrants, protection orders, stolen items, public disclosure requests, fingerprinting, etc.
Manages Public Disclosure Requests, responds when appropriate, and ensures all requests are responded to in a timely manner.
Oversees, reviews, and corrects all department timesheets and submits timesheets to finance; makes deposits of incoming funds to City Hall Finance Department.
Trains and coordinates the training for personnel on legislative changes, new software, or updates to existing procedures; attends regular training to keep abreast of laws related to public disclosure, gun laws, legislation pertinent to Records and Property Divisions.
Participates in the selection and hiring process; trains personnel; reviews and evaluates Records/Property employees annually.
Prepares for and attends division meetings and staff meetings; prepares presentations and information for various groups and audiences; reports on Division conditions and activities.
Responds to daily media inquiries and coordinates responses with the Criminal Investigations Lieutenant or Department PIO.
Conducts annual reporting of statistical information and ensures all required monthly data reporting occurs.
Oversees audits for OJJ Detained Juveniles, state and national Criminal Justice Information entries, state public disclosure request reporting, semi-annual property room and any other records or property audit requirements.
Manages compliance with state and federal databases and oversees related compliance audits.
Re-backgrounds existing employees annually for criminal history and driving record.
Helps prepare the Division budget and oversees expenditures; submits invoices for payment; determines equipment needs and orders items.
Performs related duties as assigned.