Records Management Supervisor Jobs in California

Preference will be given to candidates with experience in records management, process improvement, and managing teams of employees (civilian or military). Candidates who are bilingual, or have a law enforcement or military background, are encouraged to apply!

DEFINITION: The Police Records Supervisor plans, organizes, and supervises activities and personnel of the Records Unit of the Police Department.

SUPERVISION RECEIVED AND EXERCISED: The Police Records Supervisor receives general direction from the Police Records and Property Manager or designee. The Police Records Supervisor exercises direct supervision over non-sworn professional, technical and clerical staff.

CLASS CHARACTERISTICS: This is a non-sworn, single, supervisor classification within the Police Department. Incumbents report to the Police Records and Property Manager or designee and have responsibility for providing daily supervision to assigned staff.

EXAMPLES OF ESSENTIAL 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.

• Demonstrate leadership capabilities: motivates, develops, and mentors others.
• Plans, organizes, assigns, supervises and reviews the work of assigned staff in the Police Records and Property Division.
• Provides and/or coordinates training for new hire employees in the Records Units, including the development of relevant training materials and resources. Evaluates employee performance, counsels employees and effectively recommends initial disciplinary action.
• Reviews and approves employee work schedules, overtime, vacation, sick leave and time cards.
• Directs police records preparation, processing and file management activities.
• Maintains security of police records ensuring that information is released in accordance with related laws and department policies.
• Compiles statistical data, or directs such activities and prepares routine reports.
• Conducts records audits.
• Establishes and maintains record keeping systems.
• Oversees and administers law enforcement records management.
• Investigates and resolves or recommends action regarding service or personnel complaints related to records or communications activities.
• Provides information to the public in accordance with established laws, codes, regulations and policies.
• Participates in the development of records related goals, objectives, policies and procedures.
• Ensures adequate inventory of supplies and equipment within areas of responsibility
• Requests equipment maintenance and repair as necessary.
• Advises and provides assistance to other department personnel regarding records activities.
• Serves as liaison to other law enforcement agencies with regard to records related inquiries.
• Oversees the collection, processing, and auditing of monies received.
• Performs Police Records Technician duties as circumstances dictate.
• May serve as systems administrator, trainer and troubleshooter for highly complex records management systems, mobile, and field based crime reporting systems.
• May be required to testify in court.

EDUCATION AND EXPERIENCE: Any combination of training and experience which would provide the required knowledge and skill. A typical way to obtain the required knowledge and skill would be:

Education: High school diploma or equivalent. A Bachelor's Degree from an accredited college or university with major coursework in public administration, business administration, criminal justice or related field is preferred.

Experience: Four (4) years of increasingly responsible experience working in the area of law enforcement records management or a related field. One (1) year of experience shall be in a lead or supervisory capacity.

LICENSES AND CERTIFICATES: If required to drive, possession and maintenance of a valid California driver's license. For positions where ability to drive is not an essential function, the employee must be able to arrange reliable and timely transportation through private or public transportation for attendance at work, off-site meetings, events, and trainings. POST Records Supervisor Certification is desirable.

WORKING CONDITIONS: Work in an office environment; sustained posture in a seated position for prolonged periods of time; travel to attend a variety of meetings. Must be able to pass a background investigation and must be willing to work rotating shifts, weekends and holidays as assigned.

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. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Positions in this classification occasionally lift and carry reports and records that typically weigh less than 20 pounds.

ENVIRONMENTAL ELEMENTS: 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 department guidelines, policies and procedures.