What are the responsibilities and job description for the Police Records Supervisor position at City of Lakewood, CO?
The City of Lakewood is dedicated to upholding City values to include: Performance Excellence, Leadership, Respect and Collaboration. Best fit candidates will demonstrate innovation, customer service, dedication, passion and engagement. All people, citizens and employees, will be treated with respect, relevance, and importance.
HIRING RANGE: $86,542.56 - $96,158.40/year
This is a highly responsible position supervising personnel and daily operations in the Lakewood Police Records Section, which serves as the information management center for the department. The Lakewood Police Records Section operates 24 hours a day, seven days a week.
ESSENTIAL FUNCTIONS
Incumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City’s discretion. Employees must be able to perform the essential duties of this job with or without reasonable accommodation.
- Initiates, plans, directs, and monitors Records personnel in the performance of daily police records activities.
- Serves as a working supervisor and must be proficient in all aspects of the Police Information Management Technician position.
- Maintains, manages and oversees the release of highly confidential and sensitive information, to include medical, juvenile, sealed and expunged records.
- Works rotating shifts and will be On Call.
- Authorizes the release of police reports, using knowledge of records release laws and liability issues.
- Plans and schedules daily staffing of personnel ensuring minimum staffing requirements.
- Approves leave requests and coordinates the scheduling of vacation and holiday leave of an assigned shift.
- Approves time entry of subordinates in the computer-based time and leave accounting system.
- Evaluates subordinates’ job performance through written performance appraisals and employee log entries. Assists in goal setting to facilitate achievement. Makes salary recommendations.
- Participates in interviewing and selecting personnel.
- Attends weekly staff meetings with Records Manager and other Records Supervisors to discuss operations and make recommendations for change or improvement.
- Supports trust, creative thinking, and problem-solving and encourages collaborative decision-making when appropriate.
- Communicates policies and procedures to staff and subordinates. Conducts regular meetings with employees to discuss events, issues, and priorities and informs staff of changing laws affecting the management of official records.
- Determines and administers verbal and written disciplinary action and handles employee complaints and grievances. Administers or recommends commendations or other forms of positive reinforcement, as appropriate.
- Trains sworn and civilian personnel in police information systems, use of equipment, department policy and procedures, and resources. Certifies a CCIC/NCIC terminal operator.
- Routinely meets with other department supervisors to organize and coordinate activities pertaining to daily records management operations and functions, including advising department personnel on record submission processes.
- Conducts research related to vendor services, microfilming processes, technology and equipment needs.
- Assists in implementing the department’s budget and working within budget for staffing, equipment, materials, and supplies.
- Assesses all operational components, identifies, and plans for short and long-term goals affecting personnel, technological changes, and organizational operations.
- Prepares administrative correspondence and reports. Analyzes data and generates statistics, draws conclusions, and makes recommendations.
- Prepares periodic statistical reports for the department, City administrators, state and local officials, citizens and the FBI.
- Researches, analyzes and recommends policy and/or procedure changes as they affect police applications of information management.
- Troubleshoots computer programs, verifies the accuracy and security of data and reports. Is authorized to access the records management system to correct computer entry errors and case report number changes.
- Attends and provides training sessions, seminars and meetings with department personnel to educate and receive information on records submission and management.
- Participates in Local and State records and supervisory related activities and meetings (CCIC, ALERT).
- Coordinates with department legal counsel on legislative mandates to implement policy and procedures for compliance.
- Responsible for the FBI mandated validation of all Lakewood PD CCIC and NCIC entries.
- Notarizes and certifies official Police Department documents for citizens and other Police Department staff.
- Participates in audit and re-accreditation activities.
- Maintains and updates department and section manuals.
- Performs as “acting” Records Manager, making administrative decisions in absence of the section manager.
- Responsible for handling large amounts of cash from arrested individuals bonding on charges as well as for the collection of fees for reports, fingerprinting, etc.
- Delivers oral presentations to staff, Police Agent recruit classes, and citizen groups.
- Coordinates record retention and disposition with City Clerk's Office in conjunction with lawful mandates.
- Interacts with and facilitates relationships and collaborations with internal units, city departments, organizational partners and government entities.
- Coordinates operations with other agencies regarding record management and the release of official record procedures and legal mandates.
- Monitors and orders supplies.
- Performs other duties and projects as directed.
- Requires regular and prompt attendance.
ORGANIZATIONAL RELATIONSHIPS
- Supervision Received: Receives general supervision from the Police Records Manager.
- Supervision Given: Provides direct supervision to Records Specialist, Lead personnel and Records Technicians during scheduled work hours and operational supervision to all Leads and Technicians in the absence of other Records Section supervisors.
ESSENTIAL QUALIFICATIONS
A combination of job-related education and experience demonstrating the equivalent knowledge, skills, and abilities required to effectively perform the functions of this position may be considered, as determined by management.
Education: Associate and/or bachelor’s degree preferred.
Experience: One year in a records environment is required. Supervisory experience preferred.
Licensure/Certification/Registration
- Ability to become NCIC/CCIC certified.
- Notary or ability to become a Notary.
Other Knowledge, Skills and Abilities
- Knowledge of principles, methods, and procedures of records and information management.
- Knowledge of principles of contemporary criminal justice systems.
- Knowledge of Police Department structure, procedures, practices, and operations.
- Working knowledge of large and small computer systems.
- Above-average English language skills.
- Excellent interpersonal and written communication skills.
- Working knowledge of personnel management and principles of supervision.
- Ability to work with and display sensitivity towards a diverse group of people and maintain positive working relationships.
- Must be able to successfully complete a polygraph, psychological exam, oral board interview, reference checks, background investigation and UA drug test.
- Must possess a high degree of professionalism and integrity.
- Exhibits leadership qualities and ability to see the “Big Picture” in the organization.
- Excellent judgment and decision-making ability.
- Excellent research, strong organization and project planning skills.
- Ability to interpret and apply statutes relative to police records.
- Ability to maintain strict confidentiality.
- Initiative and ability to work independently and as a team player.
- Knowledge of research methodology and statistics.
- Bi-lingual (Spanish-speaking) ability is a desired qualification.
- Due to the nature of the work, an employee in this position may be considered essential. Essential personnel are determined by the chain of command, the type of emergency and the human resources needed.
Working Conditions and Physical Requirements
Must successfully complete and maintain required state or departmental physical standards and certifications.
LIGHT WORK: Exerting up to 30 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for Light Work.
Physical Demands
- Bend or position self to move items from higher place to lower place or vice versa
- Sit, stand or be stationary
- Talk, hear, converse, communicate, or exchange information
- Use of hands and/or fingers in a repetitive motion to handle, pinch, grasp, move, feel, inspect, etc.
- Walk, ascend, descend on both even and uneven terrain
- Vision to include distance, depth perception, peripheral and color
Environmental Conditions may include
- Office settings
Physical Requirements – No Physical Needed
- Lift, carry, push, pull, move, or positions from all levels up to 30 lbs with or without assistance
The City of Lakewood is a drug-free workplace that provides employment opportunities in compliance with all pertinent federal, state, and local laws. All Lakewood employees are expected to work and complete all tasks in a safe manner consistent with training, standard operating procedures, City or Department policies, and common sense. Working in a safe manner includes the use of personal protective equipment (PPE) and complying with all City and/or Department safety rules. Horseplay on-the-job is strictly forbidden. The failure to work in a safe manner, use PPE, follow standard operating procedure, or comply with a safety rule will result adverse employment consequences ranging from verbal discipline to termination from employment, including any applicable reduction in benefits under the Colorado Workers’ Compensation Act. Employees are also expected to encourage safe work practices by all co-employees, and to report any unsafe work practices immediately to a supervisor.
The City of Lakewood celebrates diversity, equity and inclusion in all areas of our workforce. Accordingly, the city is committed to creating, nurturing and sustaining a diverse, equitable and inclusive culture, where differences drive innovative solutions to meet the needs of our community and employees.
Pay Range
Background and reference checks will be conducted for all regular and some variable/seasonal positions.
Salary : $86,543 - $96,158
