Class specifications are intended to describe the general nature and level of work being performed by the employee in this job. Specifications are not intended to reflect all responsibilities, duties, and skills required of a person in this job.

Definition

To supervise the activities and operations of the records division within the Police Department: to assign and monitor the work of staff assigned to record, copy, disseminate and store police records and provide customer assistance; to monitor developments in, interpret, and apply all relevant national, state, and local statutes and regulations, to assist the Chief of Police in creating or adjusting Department policies to meet statutory requirements, and to provide responsible staff support to the Police Department; to serve as the Department’s Terminal Agency Coordinator; to maintain records and certify all Police Department personnel for NCIC, Triple III, and KCJIS usage, to report NCIC & Triple III activities to FBI and KHP auditors, and to update Department personnel on NCIC, Triple III, and KCJIS technical and legal developments.

SUPERVISION RECEIVED

Receives from the Chief of Police.

SUPERVISION EXERCISED

Exercises direct supervision of 1 assigned clerical staff.

EXAMPLES OF Characteristic RESPONSIBILITIES AND DUTIES

Important responsibilities and duties may include, but are not limited to, the following:

Essential Duties and Responsibilities

- Supervise the operations and services of the Records division within the Police Department; assign, monitor and evaluate the work of clerical staff; work with management personnel to determine appropriate procedures for the conduct of the records division.

- Supervise and participate in the entering, copying, disseminating and storing of police records; assist in training staff in administrative, data entry, records management, information storage and retrieval; identify staff and resource deficiencies and make recommendations to management personnel.

- Oversee and assist with customer service functions; handle sensitive and confidential information; resolve disputes; determine proper course of action to address customer complaints; train staff in customer service procedures and systems.

- Supervise various routine functions including processing records, fingerprinting, background checks, copying of reports for insurance companies, drivers’ license record checks, data entry; vehicle and dog releases; cash register cash flow and deposits and purchase of office supplies.

- Review and maintain data processing systems to ensure proper operations; identify problems and determine appropriate course of action.

- Ensure the adherence to applicable laws, ordinances, guidelines and regulations of areas of responsibility.  Assist in creating and adjusting Department policy to meet the requirements of all relevant national, state, and local states and regulations governing records and dissemination of criminal justice records and criminal history record information.

- Supervise telephone operations; train and monitor staff. Prepare office schedule for assigned personnel for days off and vacation maintaining proper staffing levels.

- Assist in preparation of budget for division; make recommendations for resources and staffing needs; review purchase orders; verify expenditures; keep time cards and prepare time sheets.  

- Participate in the selection, training, motivation and evaluation of assigned staff; provide staff training; work with employees to correct deficiencies.

- Serve as the department’s Terminal Agency Coordinator (TAC) who will oversee the usage and administration of the Kansas Criminal Justice Information System(KCJIS), NCIC, and TRIPLE III. Maintain records, train, and certify all personnel for use of NCIC and Triple III.  Review applicable laws and assist in creating or adjusting Department policy to meet regulatory requirements. Additionally will act as the department Local Agency Security Officer (LASO).

- Maintains Record Management System as the System Administrator.

- Serves as the overall administrator for the current security software for facility access.

Non-Essential Duties andResponsibilities

- Provide staff support to the Police Department Command Staff; conduct special projects and assignments; perform various administrative tasks including preparing correspondence.

- Perform other duties as assigned.

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QUALIFICATIONS

Knowledge

Principles and practices of governmental accounting and the regulations governing the reporting of municipal government financial activities.

Principles and practices of computerized data information systems.

Principles and practices of municipal budget preparation and administration.

Modern office procedures, methods and computer equipment.

Principles of business letter writing and report preparation.

Basic principles and procedures of financial record reporting.

Principles of supervision, training and performance evaluation.

English usage, spelling, grammar and punctuation.

Pertinent federal, state, and local laws, codes and regulations pertaining to records.

Abilities

Supervise, train and evaluate staff.

Supervise the administrative services and activities of the records division.

Participate in the development and administration of goals, objectives, and procedures.

Prepare and present clear and concise reports.

Analyze problems; identify alternative solutions, project consequences of proposed actions.

Apply federal, state and local policies, laws and regulations.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Follow all safety rules and regulations of the department to which assigned.

Ability to become National Crime Information Center (NCIC) user certified. (within 12months)

Maintain effective audio-visual discrimination and perception needed for:

·      making observations

·      communicating with others

·      reading and writing

·      operating assigned equipment.

·      possess a valid drivers license

Maintain mental capacity that allows the capability of:

·      making sound decisions

·      evaluate complex financial data and information

·      demonstrating intellectual capabilities.

Effectively handle a work environment and conditions that involve:

·      working closely with others

·      exposure to computer screens

·      irregular work hours.

Maintain physical condition appropriate to the performance of assigned duties and responsibilities that may include the following:

·      sitting for extended periods of time

·      operating assigned equipment.

EXPERIENCE AND TRAINING GUIDELINES

Any combination of experience andtraining that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience

Three years of increasingly responsible experience in business management or customer service, or a related field with one year lead or supervisory experience.

Training

Equivalent to HS/GED supplemented with business management specialized training.  Bachelors’ degree preferred in Business, Administration of Justice, Public Administration or related field.

WORKING CONDITIONS

Environmental Conditions

Office environment; exposure to computer screens.

Physical Conditions

Essential and marginal functions may require maintaining physical condition necessary for sitting or standing for prolonged periods of time.

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