Job Description

Schedule: Monday - Friday, option to work 4/10, 9/80 or 5/8 schedule.

SUMMARY

Under direction, to supervise, plan, and coordinate the activities and operations of the Police Records Division; to provide highly responsible and complex assistance and coordinate assigned activities with staff, other divisions, outside agencies, and the public.

SUPERVISION EXERCISED

Exercises direct supervision over records support staff.

ESSENTIAL DUTIES

• Coordinate the organization, staffing, and operational activities for the Police Records division.
• Participate in the development and implementation of goals, objectives, policies, and priorities for the Police Records division; identify resource needs; recommend and implement policies and procedures.
• Select, train, motivate, and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies.
• Supervise, coordinate, and review the work plan for the Police Records division; meet with staff to identify and resolve problems; assign work activities and projects; monitor workflow; review and evaluate work products, methods, and procedures.
• Identify opportunities for improving service delivery methods and procedures; review with appropriate management staff; implement improvements.
• Participate in the development and administration of the Police Records division budget; forecast additional funds needed for staffing, equipment, materials, and supplies; direct the monitoring of and approve expenditures; recommend adjustments as necessary.
• Collect and compile statistical data and prepare a variety of on-going and special statistical reports and graphs for the Chief of Police for monthly statistical reporting.
• Oversee that NCIC validations are kept up on a monthly basis; maintain archived reports.
• Manage false alarm unit; assist with bi-monthly false alarm meetings.
• Verify that all records requests are sent out in a timely manner.
• Assist with individuals who may be upset or difficult in the lobby or by phone.
• Process, type, and file a wide variety of confidential criminal and administrative reports.
• Serve as Terminal Agency Coordinator (TAC), complete monthly validation lists for the Department of Justice regarding TAC entries and inquiries; train all personnel on usage and security laws pertaining to the State computer system.
• Coordinate assigned services and activities with those of other divisions and outside agencies and organizations.
• Provide staff assistance to the Deputy Chief; prepare and present staff reports and other necessary correspondence.
• Respond to and resolve difficult inquiries and complaints.
• Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of police records management.
• Perform other related duties and responsibilities as assigned.

MINIMUM QUALIFICATIONS

Education: High school diploma or GED supplemented by specialized records management courses. Associate degree in business/public administration, office management, record management, or related field is preferred.

Experience: Requires six years of progressively responsible related office experience including 2 years of lead capacity experience.

Certifications/Licenses:

• Valid Utah Driver's License
• Possession of, or ability to obtain a TAC Trainer's Certificate, Spillman Systems Administrator Certificate, and Records Officer Certification (GRAMA) within 12 months of employment.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Operational characteristics, services, and activities of a police records program.
• Modern and complex principles and practices of police records management.
• Principles of budget preparation and control.
• Principles of supervision, training, and performance evaluation.
• Pertinent Federal, State, and local laws, codes, and regulations.
• Modern office practices, methods, and computer equipment.
• Principles and procedures of record keeping and reporting.
• Safe driving principles and practices.

Skill with:

• Operating modern office equipment including computer equipment and software, including Microsoft Word, Excel, PowerPoint, and Outlook.
• Operating a motor vehicle safely

Ability to:

• Supervise and coordinate the work of records support personnel.
• Select, supervise, train, and evaluate staff.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to police records programs and functions.
• Prepare and maintain accurate and complete records.
• Prepare clear and concise reports.
• Prepare, recommend, monitor, and administer budget for division. Provide explanation for variances.
• Respond to requests and inquiries from the public.
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

WORKING CONDITIONS AND PHYSICAL DEMANDS

Work in a standard office environment which includes reaching, bending, sitting, standing, talking, hearing, and listening.

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