Supervisor of Records Administration

City of New Haven•New Haven, CT

About The Position

We are seeking a highly organized and detail-oriented Supervisor of Records Administration to oversee the Police Records Division. This key leadership role is responsible for managing a civilian team of approximately 20 Records Clerks and clerical staff in a 24/7 operation. The ideal candidate will have strong supervisory experience, a deep understanding of records management systems, and the ability to ensure compliance with department policies and regulations. If you have a background in administrative leadership, excellent organizational skills, and a commitment to maintaining accurate and secure records, we encourage you to apply for this vital position. PRIMARY FUNCTIONS This is a responsible supervisory, administrative, and managerial position overseeing the civilian staff of the Police Records Division. The work involves overseeing the design and implementation of record-keeping systems and ensuring effective management and supervision of clerical staff in records maintenance. The Supervisor of Records Administration is responsible for planning, directing, and evaluating clerical operations while ensuring compliance with organizational standards. This role includes direct supervision of approximately 20 Records Clerks, who work 24/7, and other assigned personnel. Work is performed under general supervision and is reviewed through conferences, reports, and evaluation of results. Note hours of work cover 24/7 operations: 8 am - 4 pm 4 pm - 12 am 12 am - 8 am

Requirements

Graduation from college, business school, or secretarial school and 5 to 10 years of clerical experience in records preparation and maintenance, including 1 to 3 years in supervisory experience; or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills.
Considerable knowledge of modern office practices, procedures, equipment, and software including proficiency in Microsoft Office applications (Word, Excel, Outlook).
Considerable knowledge of record preparation, organization, and maintenance, as well as designing and implementing effective record-keeping systems.
Possession of knowledge, methods, and techniques necessary to direct, guide and assist staff members to fulfill their job responsibilities.
Strong understanding of human behavior, management and leadership principles, team dynamics, and conflict resolution strategies.
Ability to plan, organize, and supervise the work of a diverse clerical team that works 24/7.
Proven ability to train and mentor staff in record-keeping procedures, office systems, and the use of applicable technologies.
Skill and accuracy in typing and data entry; ability to create documents, spreadsheets, and correspondence.
Competency in using email clients (e.g., Outlook, Gmail) and calendar applications for scheduling and managing correspondence.
Ability to establish workflow patterns, allocate resources effectively, and streamline processes for maximum efficiency.
Excellent communication skills, with the ability to effectively convey information clearly and concisely, orally, and in writing to employees and other stakeholders.
Project management skills, with the ability to coordinate multiple initiatives, meet deadlines, and perform effectively under pressure.
Excellent organizational skills with the ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.
Ability to handle sensitive information with discretion and maintain confidentiality of records.
Excellent interpersonal skills: Ability to establish and maintain effective working relationships with employees, sworn staff of the Police Department, city officials, and other stakeholders.
Proficiency in using standard office equipment such as copiers, scanners, telephones, and fax machines.
Demonstrated ability to work effectively and sensitively in a diverse community, recognizing and respecting cultural differences, and fostering an inclusive environment.
Must obtain and maintain COLLECT certification throughout employment.
Candidates who receive a conditional offer of employment will be required to successfully complete an extensive background investigation.
Continued employment (and final issuance of COLLECT credentials) is contingent on an outcome that meets the Department’s standards for integrity, reliability, and system security compliance.

Responsibilities

Plans, schedules, and coordinates the operations of the Records Unit, including typing, filing, and record maintenance activities.
Supervises and directs the maintenance, organization, and security of records in compliance with applicable policies and regulations.
Trains department personnel in office equipment usage, filing systems, and department-specific record-keeping procedures.
Oversees and evaluates the work performance of approximately 20 Records Clerks, clerical staff, and interns, providing coaching and feedback.
Develops and implements office policies, workflow patterns, and process improvements to enhance efficiency and accuracy.
Prepares informational reports, summaries, and analyses as required by management.
Monitors workload distribution and reallocates resources as necessary to meet deadlines and departmental goals.
Ensures adherence to confidentiality and data protection standards in all aspects of records management.
May assist in hiring, onboarding, and development of clerical staff, ensuring adequate training.
Performs related work as required.