The City of Elk Grove is now accepting applications for the position ofPOLICE RECORDS SUPERVISOR

The City of Elk Grove is seeking a motivated, dependable, and experienced Records professional who has the skills and ambition to lead, coach, and mentor a team of Records personnel.

 The Records Supervisor is responsible for leading a team of Records Technician I/II's in their day-to-day job duties and assisting with the Public Service Center.    They work closely with other supervisory staff and the Records Manager to ensure the success of the Records Bureau. The ideal candidate will possess strong leadership skills with a focus on work/life balance and continuing the Bureau's positive workplace culture.

The Records Supervisor is responsible for coaching and leading staff to make sure performance standards are met as well as providing feedback and support to Records staff and the Records Manager.

DEFINITION

Under general direction, plans, schedules, assigns, reviews, and supervises the work of staff performing technical, sensitive, and varied duties within the Police Records Department; plans and coordinates release of confidential records and other media; maintains, updates, and audits the internal records management system; responds to sensitive or technical requests from the public; processes police records subpoenas; ensures compliance with federal, state, and local laws and regulations related to the release and storage of Police records; provides complex staff assistance to management staff in areas of expertise; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from Police Records Manager. Exercises supervision over technical-level staff.

CLASS CHARACTERISTICS

This classification is the supervisory level within Police Records classifications that exercises independent judgment on diverse and specialized records management and compliance functions with significant accountability and ongoing decision-making responsibilities associated with the work. Incumbents are responsible for planning, organizing, supervising, reviewing, and evaluating the work of assigned staff and providing support to assigned management staff in a variety of areas. This class is distinguished from the Police Records Manager in that the latter has full management authority in planning, organizing, and directing the full scope of technical and varied records management functions within the department.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Plans, organizes, assigns, supervises, and reviews the work of staff providing support to records management functions in the Police Records Department; trains staff in work procedures; evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.

• Participates in the development of goals, objectives, policies, and procedures for assigned services and programs; recommends and implements policies and procedures including standard operating procedures for assigned operations.

• Monitors activities of the work unit; identifies opportunities for improving service delivery and procedures; provides recommendations concerning process changes; reviews with appropriate management staff; implements improvements.

• Coordinates assigned services and operations with those of other divisions and outside agencies.

• Participates in annual budget preparation; identifies resource needs; prepares detailed cost estimates with appropriate justifications; monitors expenditures. 

• Provides staff assistance to management; prepares and presents staff reports and other written materials; supervises the establishment and maintenance of reports, records, databases, and files; ensures the proper documentation of operations and activities.

• Answers questions and provides information to the public; investigates and responds to complaints and inquiries from members of the public, other departments, and agencies; recommends corrective actions to resolve issues.

• Responds to inquiries from members of the public, law offices, insurance companies, or other external entities on complex public records request or body camera footage releases; retrieve records, photos, or reports related to the request; prepares the request for information and release timely. 

• Receives and processes subpoenas requesting records release within the required specified timeline; records subpoena as received; researches the subpoena request information and completes an affidavit; mails requested information to requestor. 

• Collects, indexes, processes, maintains, retrieves, copies, and distributes technical and confidential law enforcement data and information including police reports, citations, warrants, protective orders, and subpoenas; participates in the development of long-term strategy for the most effective use of data in the automated system.

• Performs internal audits of records release functions to remain in compliance with the Department of Justice (DOJ); reviews records in the Police Departments document management system for accuracy and completeness; maintains records management system; merges duplicate names; corrects discrepancies.

• Applies legal guidelines and standards relating to the maintenance and release of information; approves and disapproves requests for records to the public and government agencies following government codes.

• Attends and participates in professional group meetings; maintains awareness of new trends and developments in police records; incorporates new developments as appropriate into programs.

• Establishes schedules and methods for providing Police Records Bureau services; identifies resource needs; reviews need with appropriate management staff; allocates resources accordingly.

• Represents the City in meetings with members of other public and private organizations, community groups, contractors, developers, and the public.

• Ensures staff observe and comply with all City and mandated safety rules, regulations, and protocols.

• Performs related duties as assigned.

QUALIFICATIONS

Knowledge of:

• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures.

• Principles and practices of leadership. 

• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.

• Basic principles and practices of budget administration and monitoring.

• Principles, practices, methods, and techniques of records management and release in accordance with local laws and regulations.

• Automated law enforcement information systems and procedures.

• Law enforcement records management principles, procedures, techniques, and equipment.

• Operational characteristics and uses of various criminal justice computer systems and software including criminal justice databases, automated reporting and record management databases, on-line crime reporting database, and document imaging systems for archival and retrieval purposes.

• Operations, services, and activities of a criminal justice records management program.

• Public and agency desk procedures and methods for providing services and information including those related to collecting, maintaining, and releasing information, files, and documents.

• General knowledge in National Incident Based Reporting System (NIBRS).

• Use and application of basic law enforcement terminology.

• Applicable federal, state, and local laws, rules, regulations, and procedures relevant to assigned areas of responsibility.

• City and mandated safety rules, regulations, and protocols.

• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

• Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of the City and their impact on fostering innovation and collaboration.

• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.

• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance objectively and positively.

• Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.

• Identify problems, research, and analyze relevant information, and develop and present recommendations and justification for solutions. 

• Perform the most complex and technical public records release requests. 

• Compile, maintain, process, and prepare a variety of records.

• Develop solutions to information processing and operational problems.

• Exercise good judgment in maintaining critical, confidential, and sensitive information, records, and reports.

• Operate specialized automated law enforcement information systems including public safety computer systems to access and maintain data.

• Oversee and participate in the maintenance of accurate and current law enforcement records and files.

• Participate in the preparation and administration of assigned budgets.

• Plan and organize work to meet changing priorities and deadlines.

• Read, understand, and review documents for accuracy and relevant information.

• Respond to complaints or inquiries from members of the public, staff, and outside organizations.

• Prepare clear, effective, and accurate reports, correspondence, and other written materials.

• Maintain accurate logs, records, and written records of work performed.

• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.

• Engage with a diverse public and workforce, facilitating inclusive service delivery, and implementing equitable city policies.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

Education and Experience:

Completion of the twelfth (12th) grade supplemented by specialized training or coursework in police records management, office management, or a related field and three (3) years of increasing responsible police records management, with one (1) year experience in a lead capacity. 

Licenses and Certifications:

• Possession of a Basic Records Certificate issued by the California Commission on Peace Officer Standards and Training (POST).

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds. Reasonable accommodations will be made for individuals with disabilities qualified to perform essential functions of a position or positions within this classification.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.