Records Supervisor

This position is open until filled.  First round of interviews to be held the week of April 14th.

This supervisory position oversees the daily operation of the records unit within the Sheriff's Office.  The individual supervises records staff, coordinates resources and takes a lead role in all activities relating to that unit.  The position also provides support services to other internal staff and the administration of the Crow Wing County Sheriff's Office by the knowledge and application of specialized policy, procedure, statutes and regulations relating to law enforcement and the Crow Wing County Sheriff's Office.

• Maintain an overall understanding of the day to day demands that are placed on the Records Unit - working with others to maintain an effective and efficient unit. Assigned work includes but is not limited to:
  • Transcribing reports
  • Preparing case files for prosecution
  • Coding files for state/federal submission
  • Processing citations
  • Responding to public/private requests for data
  • Maintaining legacy data
  • Processing Gun Permits
  • Supporting Investigations in various capacities
  • Serving as first point of contact by maintaining front desk services
• Routinely review, revise, and develop standard operating procedures within the unit to ensure that all procedures have been documented and are available if needed. 
• Coordinate and disseminate work assignments and track case load. Make determinations regarding priority of cases to insure they are completed in a timely manner and provide direction to staff as needed to insure necessary alignment. Schedule front desk coverage and other responsibilities as needed.
• Insure proper maintenance of files in the Records unit through: proper classification of data in accordance with Federal, State and Crow Wing County Sheriff's Office Policies and Procedures as well as accurate entry of data into the State and our internal systems.
• Oversee all state reporting; review, investigate and address all errors reported to us by the state.
• Train and/or assign training to staff as needed to encourage growth and proficiency. Identify areas where cross-training is necessary to insure adequate coverage of all job duties performed within the unit.
• Assess and document performance – Check accuracy of work and provide feedback to employees regarding errors and omissions in final product; communicate performance expectations, provide timely feedback, maintain notes and conduct formal performance evaluations annually.
• Performance Management: Prepare performance reviews, conduct performance discussions, and provide developmental feedback and coaching to ensure effective individual and team performance.
• Team Relations: Ensure effective team relations; create an ethical, non-discriminatory and safe environment; establish effective communication methods; identify and resolve problems, manage conflict and promote engagement and collaboration within and outside of the programmatic area.
• Serve as a key resource in MN Data Practices as it relates to Law Enforcement data – maintain a solid understanding of the statutes, an awareness of rulings and recommend changes in our practice to insure on-going compliance.  Demonstrate an ability to communicate appropriate messaging related to our responsibilities in this area.
• Accept, access and assign out all written requests for information from other units, offices and outside agencies. 
• Respond to requests for statistical data from internal and external customers.
• Oversee the maintenance/retention of various documents (including but not limited to all case files)
• Respond to and maintain all requests to seal or expunge records.
• Participate in and conduct meetings on daily operations, various projects and/or office priorities; demonstrating a strong commitment to teamwork, continuous improvement, effective communication and alignment of priorities.
• Attend to all others of supervision such as
  • Timekeeping
  • Scheduling
  • Communicating changes in policy/procedures
  • System Maintenance
  • Coaching and Mentoring
• Participate in multiple aspects of our hiring process including but not limited to reviewing applications, interviewing and making recommendations for advancement as position become available.
• Oversee special projects and perform all other related functions as assigned or apparent, including responding to an emergency event. 

• High School Diploma or equivalent.
• Formal prep of two or more years or equivalent knowledge gained from related experience and/or education.
• Three or more years work experience of a similar nature and scope of responsibility
• Accurate keyboarding skills of 50 words per minute.  Typing test will be administered by Crow Wing County as part of the application process.  Applicants will be notified of testing date and time.

• Successful experience in supervising support staff; especially if that experience allowed latitude for independent judgment and minimal direction from a supervisor; formalized performance feedback/evaluations and documented success in customer service.
• Previous experience working with criminal data records; understanding the role of records management technology; maintaining documents in a computerized repository and implementing quality control guidelines to ensure data integrity.  
• Commitment to data integrity.  Some experience with responding to requests for data from public and other criminal justice agencies based upon Minnesota Data Practices guidelines.
• Ability to read and process various legal documents; distinguish between civil and criminal data and correctly disseminate to appropriate parties.
• Excellent Interpersonal and Communication skills including the ability to effectively communicate in various settings via various modes and the ability to work with different personalities in a team effort to produce a cooperative product.
• Typing skills that meet or exceed 70 words per minute.
• Agility and flexibility in managing workloads and special projects. To include openness to making personal schedule adjustments as needed to meet the needs of the office.
• Willingness to accept responsibility, take initiative, and work independently to accomplish the goals assigned. Coachable and open to constructive feedback and redirection.
• Advanced proficiency in Microsoft Word and Excel.
• Advanced proficiency in Database management.
• Strong organizational skills.

Salary : $58,386 - $87,580