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HomeMy WebLinkAboutPolice Records Supervisor Job Description 07 07 25CITY OF MONROE JOB DESCRIPTION MONROE PUBLIC SAFETY RECORDS BUREAU - SUPERVISOR Supervised By: Administrative Lieutenant Supervises: Records Clerks Position Summary: Under the direction of the Administrative Lieutenant, the Public Safety Records Supervisor oversees the administrative and clerical work of the records management function of the Monroe Public Safety Department (MPSD). Provides services to the public, by overseeing the public safety records and databases and performs a wide scope of administrative support tasks for all government agencies. The position requires the handling of complex documents, with a high level of discretion and confidentiality. Essential Duties and Job Functions: An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties that the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. 1. Responds to public inquiries and service requests by phone and in person. Issues gun permits and registers guns, provides police reports, and responds to inquiries and other service requests. Registers sex offenders' documents and updates. Receives and processes Freedom of Information Act requests, including documentation, reports, video evidence, researching, preparing responses, invoicing, and forwarding to the City Clerk. 2. Monitors police vehicle equipment and coordinates required preventative maintenance; coordinates building maintenance, facilitating repairs as needed. Oversees police fleet equipment concerning maintenance and upkeep. 3. Provides reports, related forms, researches multiple databases, and relays pertinent information to officers. 4. Maintains and investigates court systems for open case files, conducts status lookups, and records court-related activity and other data. Transmits final dispositions to appropriate sources and the State of Michigan, removes the file, and changes files to inactive status at case closing. 5. Interacts with related service agencies to coordinate processes. Distributes and receives information according to established operating procedures. Must be familiar with policies and procedures, have the ability to interpret and apply, and have the analytical and problem-solving ability required for the position. 6. Receives, files, and distributes department records, criminal complaints, accident, and incident reports. Processes lab reports, verifies results, and modifies the results in the Law Enforcement Information Network (hereafter referred to as L.E.I.N.) Scans and codes documents for digital filing and access. 7. Ensures records have a terminal agency coordinator (TAC) for LEIN. Performs related administrative and clerical tasks. Must be knowledgeable in rules, regulations, application, and operation of LEIN/NCIC. Ensures the agency complies with all rules, policies, laws, and system integrity. Must perform monthly LEIN validation for accuracy of entries made by LEIN operators. Coordinates, oversees, and maintains training records of all terminal operators. Cooperates with LEIN auditors. Ensures data entered is accurate, complete, and timely. Report all known non-compliance issues and violations to the appropriate agency staff. Continues training for standards and guidelines. Tac shall have the authority to act on behalf of the departmental agency, LEIN field services, and the audit unit. Continuing education and testing all employees/Officers. The Tac Officer must re-certify all employees/Officers every two years with Michigan State Police. 8. Operate and monitor the State of Michigan LEIN terminal to enter and cancel warrants, stolen items, vehicles, breathalyzers, abandoned vehicles, missing persons, and securities. 9. Processes and provides information to other entities, such as Government agencies, the court system, the State of Michigan, Child Protection Services, and the Michigan Department of Corrections. 10. Monitors, maintains, and verifies various property incidents, such as towed vehicles or false alarms. Generates reports, sends notifications as required, and issues fines and costs. 11. Receives emergency and non-emergency calls for service, not directing them to the appropriate personnel according to established rules and practices. 12. Provides department staff with clerical support, data entry, collection, scheduling, and related functions. Acts as a notary public in relation to handgun purchases and other department documents. Denies and approves gun permits through the processing of the MiCJIN system, clarifying with a criminal history check. 13. Prepares billings as required for miscellaneous receivables. 14. Compiles research for the Prosecutor, communicates with officers, prepares cost estimates, redacts, and downloads requested videos. 15. Participates in continuing education and training to maintain familiarity with laws and operating procedures. 16. May be reports and making recommendations based on tracking activities. 17. Note: Although essential job duties and functions will be divided between clerical staff at the discretion of police command, each clerk must be familiar enough with the duties of the other clerk(s) to ensure proper functioning of the record bureau during absences. 18. Performs related work as required. Required Knowledge, Skills, Abilities, and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. Requirements may include the following: • A high school diploma or GED, supplemented by word processing and office management courses. • management. • Minimum score of 70% on the City of Monroe aptitude examination • LEIN certification within six months of being hired. • Ability to become a certified Notary Public within one year of hire. • Knowledge of modern office procedures and practices, and skill in applying them. • Ability to acquire knowledge of the laws, regulations, and policies governing police department functions and other public safety processes. • Skill in the use of office equipment and technology, including Microsoft Suite applications and software specific to the department, and the ability to master new technologies. • Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with the public, community leaders, law enforcement officials, and other City employees. • Ability to type and enter data rapidly and accurately. Attention to detail is paramount to success on this job. • Ability and commitment to maintain the confidentiality of sensitive and personal information processed through the department. • Ability to assemble data and prepare accurate records and reports. • Ability to work effectively under changes in work priorities. • Based on the needs of the police department (24/7 schedule), employees may be required to work a flexible work shift and/or schedule, i.e., weekends, days, afternoons, or midnights. • Performs additional duties at the direction of the Director of Public Safety. • Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop, kneel, use hands to finger, handle, or feel, and reach with hands and arms. The employee must lift or push/pull objects up to 15 lbs., without assistance. Accommodation will be made, if needed, for office employees required to lift or move objects that exceed this weight. The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.