Police Records Supervisor

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Performs a wide variety of keyboard tasks from copy, rough drafts, notes and/or general instructions.

Checks for completeness prior to processing records and/or documentation (i.e. correct number of pages, report numbers, affidavits, names, arrest numbers, fingerprints).

Processes and maintains police reports; distributes report copies to proper divisions and other outside entities according to prescribed standards and procedures.

Processes traffic, boat and/or parking citations, daily ensuring assignment of case numbers attaching necessary documentation and entering in the department computer system.

Processes accident and incident reports, entering into computer and ensuring all necessary photocopies are made for the various departments/entities requiring copies; distributes and/or files accordingly.

Prepares and maintains various statistical records and reports (i.e. accidents, hit and run injuries, hit and runs cleared, parking citations).

Processes various correspondences from insurance companies law enforcement agencies, attorneys and the general public.

Maintains record of stolen articles entered in teletype, making copies of each report filing for reference and verifying through monthly research status of items reported.

Operates office support equipment such as computers, copiers, teletype machines, facsimile machines and specialized equipment such as that used in laminating items.

Receives and screens calls and visitors; provides general information concerning regulations; directs to appropriate entities.

Files all records and documentation according to prescribed departmental standards and procedures.

MARGINAL FUNCTIONS

Performs other related duties as required.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to calculate, compute, summate and/or tabulate data and/or information. Includes the ability to perform subsequent actions in relation to these computational operations.

Human Interaction: Requires the ability to exchange information for the purpose of obtaining information or clarifying details. Performs such within well-established policies procedures and standards.

Equipment, Machinery, Tools and Materials Utilization: Requires the ability to operate maneuver and/or control the actions of equipment, machinery, tools and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of descriptive data and information such as department records, reports, citations and correspondence.

Mathematical Aptitude: Requires the ability to perform addition subtraction multiplication and division.

Functional Reasoning: Requires ability to carry out instructions furnished in written oral or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.

Situational Reasoning: Requires the ability to exercise the judgment decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.

Physical Ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting carrying pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.

Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery vibrations, electric currents, traffic hazards, toxic agents, violence disease or pathogenic substances.

The work performance of non-supervisory personnel of the City of Daytona Beach is routinely evaluated according to the performance criteria outlined herein:

Knowledge of Job: Is knowledgeable in the methods policies and procedures of the City of Daytona as such pertain to the essential duties of a Records Clerk. Has considerable knowledge of principles and practices of processing and ensuring the integrity of public safety, police and official records and documentation. Has considerable knowledge of the laws, ordinances, standards and regulations pertaining to the essential duties and responsibilities of the position. Has considerable knowledge of the organization of the department and of related departments and agencies. Clearly understands the occupational hazards and safety precautions required to perform the essential functions of the work. Has considerable knowledge of terminology and related professional languages used within the department as such pertain to work responsibilities. Knows how to maintain cooperative and effective relationships with intra- and interdepartmental personnel as well as any external entities with which position interacts.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.

Quantity of Work: Performs described essential functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations.

Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives policy standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical human and conceptual areas.

Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to upper management with respect to vacation time and leave requests.

Initiative and Enthusiasm: Maintains an enthusiastic self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences is justified (i.e. poor communications variance with established policies or procedures etc.). Offers suggestions and recommendations to encourage and improve cooperation intra- and inter-departmentally.

Relationships with Others: Shares knowledge with managers, supervisors and coworkers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally and with external entities with whom the position interacts. Tactfully and effectively handles requests suggestions and complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a positive image.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.

The City of Daytona Beach is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act the City of Daytona Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Exempt : No

Type : FT Employee

Department : Police

Location : 64