Job Descriptions & Pay
|Class Title:||RECORDS SUPERVISOR|
|Salary Schedule:||Approved Arizona Law Enforcement Merit System Council Salary Schedule|
|Summary Statement:||Plans, organizes, reviews and coordinates the activities of employees involved in the maintenance and retrieval of law enforcement information records, reports, and related materials and computer functions. Performs related duties as assigned. This is a competitive classification.|
|Essential Functions:||(not intended to be all inclusive)
1. Supervises the personnel and functions of the work unit, which includes: interviewing prospective employees; providing and/or recommending training; coordinating, scheduling and assigning work product; establishing performance measures, goals, objectives and priorities; evaluating work performance; providing feedback, direction and guidance; keeping personnel abreast of new or revised information; answering questions; and recommending and/or implementing personnel actions.
2. Reviews records for accuracy, completeness and to ensure compliance with statutes, Federal and State regulations, and DPS policy.
3. Establishes and maintains production standards and workflow by tracking assignments and projects.
4. Administers grant budgets or funds by monitoring expenditures, projecting future costs, or reconciling balances; may develop or assist in developing the unit budget. Determines purchases of capital equipment to improve unit productivity; develops spreadsheets to provide access to statistical information.
5. Gathers and summarizes financial, statistical and other information, and prepares appropriate reports.
6. Resolves internal and external complaints or grievances.
7. Recommends and implements program enhancements to the sex offender and Arizona Criminal History automated systems.
8. Attends meetings and conferences to obtain or disseminate information regarding unit issues and programs or to plan future needs. Participates in appeal hearings, meetings, and on committees or task forces to testify, to present and exchange information, and to represent the Department and/or State of Arizona.
9. Develops, revises and administers the policies and procedures for assigned unit.
10. Assists in determining the possible impact of legislation on unit policies and procedures. Interprets laws that govern dissemination and facilitate the flow of record information.
11. Coordinates services with other agencies, associations, task forces, Department personnel and the public.
12. Monitors ACJIS database records to ensure they are being accessed only for authorized purposes; determines authorization of requestor to receive records information.
13. Disseminates information to DPS officers or other agency personnel in compliance with statutes, regulations and DPS policy.
14. Trains internal and external law enforcement/criminal justice agency personnel in the tasks essential to ensure proper maintenance, security and dissemination of records.
15. Conducts and/or participates in staff studies to determine the efficiency of programs that affect unit operations.
16. Informs management regarding work status in the unit and problems that may impede work progression.
17. Establishes and maintains automated and manual records and files; develops and maintains the unit records file retention schedule; retrieves records from various authorized storage facilities (e.g., State Library, Public Archives, etc.) to provide copies upon request.
18. Administers terminal operator certification testing to unit personnel.
19. Monitors the Imaging Systems for the automation of records to ensure proper operation of the system and update of equipment.
|Knowledge, Skills, & Abilities Required:||Knowledge of:
1. effective listening techniques.
2. business English, spelling, grammar and punctuation required to produce and proofread written documents.
3. records management systems (automated and manual files).
4. basic accounting principles to administer various funds, process financial documents or make budget recommendations or forecasts.
5. the research and interpretive practices employed in the acquisition and dissemination of police records information.
6. the principles and practices of supervision.
7. modern office practices, procedures and equipment required to perform office functions in an efficient manner.
8. Federal and State laws and regulations governing custody of information, privacy and security guidelines.
1. the use of computer software programs.
2. the use of computer keyboard devices.
1. effectively communicate orally and in writing with all levels.
2. establish and maintain effective working relationships with those contacted in the course of the assignment.
3. organize, prioritize and perform multiple tasks.
4. complete assignments within a designated deadline.
5. conduct research, gather information and analyze a wide variety of data and statistics.
6. analyze information, draw valid conclusions and develop feasible solutions or recommendations.
7. set short- and long-range plans or goals for programs and projects.
8. work under minimal supervision and make independent decisions.
9. proofread, research or reconcile inaccuracies.
10. interpret and apply written information (e.g., policies, procedures, rules, regulations, statutes, etc.).
11. make quick decisions and apply legal principles to resolve problems involving Department liability.
12. make oral presentations to small and large audiences.
13. exercise good judgment in safeguarding sensitive and confidential information.
14. calculate mathematical problems involving addition, subtraction, multiplication and division.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
May be required to move up to 40 lbs.
Holidays, weekends and shift work may be required.
May be required to travel to perform certain work functions.
Must obtain ACJIS Terminal Operator Certification within six months of hire, and maintain certification throughout the course of this assignment with the Department.
|Minimum Qualifications:||Requires four (4) years of experience in police records work or automated records systems OR an equivalent combination of education and experience.
Progression to the next pay level/step requires an overall performance rating of at least "Standard" in the last 12 months.
Must successfully complete the examination process.
FLSA Status: Non-Exempt.
Current as of: 12/7/2013 9:19:20 AM