Performs difficult administrative and technical work supervising the Records Unit of the Police department. Supervises Records Technicians and other personnel assigned to the Records Unit. Supervises all of the work required to operate a computerized records management system. May as needed perform duties of a Records Technician and Uniform Office Support Specialist to ensure the availability and accuracy of required reports and other information on a timely basis. Position ensures the Department’s participation and compliance with Virginia State Law requirements of Incident Based Reporting System. Position is responsible for processing and completing court-ordered expungements and Freedom of Information Act requests in accordance with legal requirements. Performs other duties as assigned.
- Supervises the preparation, verification and entry of input data, including sequence and control of source documents
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- Adapts and develops manuals, policies and reports as they relate to information management (automated and non-automated) in the Police Department
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- Supervises the entry and maintenance, including purging, of electronic and hard copy files of a wide range of data, including as examples officer reports, incident and accident reports, arrest files, chronic offender files, tow and impound files, and tickets
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- Supervises the distribution of requested accident reports, statistical information, daily and monthly administrative and staff reports, correspondence and active warrants and other reports and statistical information for interdepartmental use, state and federal agencies and the public
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- Coordinates computer system and manual records system security for the Department
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- Validates and submits Incident Based Reporting data in compliance with federal and state requirements
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- Assists and trains users in the use and application of computer hardware and software
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- Coordinates with County Treasurer regarding collection and accounting for record duplication fees
- Performs operational troubleshooting
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- Serves as Records Management System administrator for the Department
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- Sets work schedule for Unit personnel to facilitate the timely entry of various required information
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- Supervises, directs and evaluations Records Unit personnel by: processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals
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- Tracks submission of Records Management System (RMS) data for time sensitive requirements
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- Tracks and invoices for False Alarms
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- Participates in the selection process of Records Unit personnel
- Utilizes a team approach to handling compliance between Police and CommIT
- Ensures compliance with Library of Virginia’s Records Retention schedules
- Completes court ordered expungements of records
- Directs training of new employees and cross training for current employees
- Communicates and coordinates with the Commonwealth Attorney’s Office of subpoenas and other investigative records
- Ensures accessibility and preservation of all records and information
- Maintains strict confidentiality of sensitive police related information and data
- Assist staff and officers with online basic and refresher VCIN training.
- Schedules VCIN re-certification training courses for Police Officers
- Complies with Freedom of Information Act (FOIA) requests and when necessary coordinates with Roanoke County’s Attorney’s Office for consultation regarding FOIA release and subpoena duces tecum.
- Processes Incident Based Reporting (IRB) reports per Virginia State Law requirements, into Consolidated Public Law Enforcement Management System (CPLIMS) Record repository
- On a quarterly basis completes the Virginia State review on the Department’s IBR which includes the review of each incident and determination of the accuracy of the report submitted
- Maintains a variety of Department Files and records including but not limited to: Criminal History Files, Arrest Records, and Fingerprint cards.
- Receives various forms, reports, correspondence, statistical data, policies, procedures, manuals, reference materials, or other documentation then: reviews, completes, process, forwards, or retrains as appropriate
- Assists with maintaining the Departments eligibility for 599 grant funds through the submission of accurate and current crime reports to Virginia’s State Police in accordance with their requirements and schedule
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Education
Required: Bachelor's degree from an accredited college or university with major coursework in computer science, business administration, criminal justice or a related field or combination of education, training, and experience which demonstrates the ability to perform the work described.
Experience
Required: Some experience in computer systems, records management or police activities.
Preferred: Supervisory experience.
Certifications/ Licenses
Required: VCIN level A certification or must obtain VCIN Level A certification within 6 months of employment
Knowledge, Skills and Abilities
- Thorough knowledge of methods and techniques used in the supervision and operation of a computerized records management system
- Thorough knowledge of standard office procedures, practices and equipment
- Skill in the use of computer hardware and software
- Ability to supervise file maintenance and generate reports
- Ability to follow oral and written instructions and communicate effectively and tactfully with County employees and the general public
- Ability to maintain the confidentiality of information handled within the office
- Skill in keyboarding at 30 words per minute with no errors
Additional Requirements
Subject to a complete criminal history background search with acceptable results. Must also be able to perform the job as described in the Physical and Environmental Demands section of this job description.
Supervisory Responsibilities
Supervises a medium size technical and clerical staff
Salary : $59,144 - $65,058
