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Police Records Supervisor

Ashland, OR

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Description PURPOSE : Organizes and manages the continuous operation and activities of Police Records staff; assists the Deputy Police Chief in planning and implementing industry best practices and procedures; perform the full range of police records clerk duties as necessary in addition to supervisory responsibilities. u00a0 Examples of Duties ESSENTIAL JOB FUNCTIONS: The duties listed below are only intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related and/or a logical assignment to the classification. Maintain training records for all personnel authorized to access LEDS/NCIC/DMV files; maintain re-certification records for personnel as required by LEDS/NCIC policy. Archive documents as appropriate for secure storage in the Police Department; seal records per court orders and in compliance with government codes and regulations. Oversee the computerized records retention/retrieval system; design and implement new forms, processes and procedures as necessary to ensure file/data accuracy, integrity and security. Assist in the development of the Support Divisions budget and provide supporting documentation on budget requests made; develop and coordinate the preparation of reports and statistics. Plan, prioritize, assign, and review the work of staff responsible for the daily operations and activities of law enforcement records management; train, counsel, evaluate, and schedule Police clerk staff. Participate in the selection of staff; identify and review staffing needs with appropriate management staff. Manage payroll preparation to include validating and submitting all time sheets for Police clerk staff. Develop, recommend, implement, and monitor work plans to achieve department mission, values and goals. Investigate and resolve problems and complaints; work with employees to correct deficiencies, initiate and implement disciplinary action; provide guidance and direction to subordinates to resolve difficult or unusual work problems. Handle confidential and sensitive information, including but not limited to grievances, performance appraisals and salary adjustments; maintain confidential files. Provide administrative assistance to the Deputy Police Chief on various policy and procedure matters, planning and processes to improve division efficiency, safety, security, and cost effectiveness. Respond to citizen complaints and information requests, and resolve difficult customer service problems; establish and maintain good public relations with community members, the Department, and other agencies. Uphold the core values of the organization and demonstrate strong emotional intelligence. Must have the ability to handle job stress and interact effectively with others in the workplace. Must be honest and truthful in all tasks and responsibilities. Demonstrate regular, reliable and punctual attendance. AUXILIARY JOB FUNCTIONS: Maintain proficiency by attending training conferences and meetings, reading materials, and meeting with others in areas of responsibility. Provide assistance to department personnel in such areas as computer software, form processing and completion, telephone operations etc. Perform other related projects and duties as assigned. Typical Qualifications MINIMUM REQUIRED QUALIFICATIONS: EDUCATION, TRAINING AND EXPERIENCE Education: Completion of 60 college semester hours (or equivalent quarter) units from an accredited college or university with major coursework in business administration. Experience: A minimum of five (5) years of police records experience that included advanced administrative responsibilities and program management in a confidential office setting. A minimum of one (1) year of supervisory experience. Substitution: Any satisfactory equivalent combination of education, training and experience that demonstrates the knowledge, skills and abilities to perform the duties of the job proficiently may substitute for the above requirements. Desirable Qualifications: Experience in a government organization is desirable. One (1) year working in a law enforcement environment is desirable. SPECIAL REQUIREMENTS Must undergo an in depth background investigation which will examine previous employment, previous contacts with police agencies and other aspects of the applicant's background if an offer of employment is made. License: Possession of, or the ability to obtain and retain, an Oregon driver license by the time of appointment. KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of: Modern office practices, and department-specific methods, procedures, policies, and regulations. The use of office automation, including computers, as well as standard business software. Office management and secretarial methods and procedures. Methods of report writing and uniform crime reporting. Principles and practices of customer service. Programs, goals, and purpose of the assigned department. English grammar, spelling, vocabulary, and punctuation. Business letter writing. Common word processing, spreadsheet, and database software. Basic principles of employee supervision and training. Ability to: Exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations. Use computers and standard business software. Prepare and analyze statistical data, tables, and charts. Maintain confidentiality of documents, materials, and information. Learn specialized automated systems used in the department. Locate, identify, and correct inaccurate or incomplete information. Communicate effectively, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work.

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