Description

Under general supervision, oversees, monitors, and coordinates the work of subordinate Records Services personnel and customer service within the Administration Bureau.

Requirements

ESSENTIAL JOB FUNCTIONS:

• Direct the entry, review, retrieval, distribution, retention, redaction, sealing, and destruction of official police records according to retention schedules, including but not limited to:
  • Policies, procedures, court orders, and local, state, and federal laws.
  • The assessment and collection of related fees and fines for daily deposits.
  • Review and approve related invoices for payment of vendor services
• Coordinate with other departments for cross-City support to implement and maintain internal databases, systems, and processes.
• Direct the preparation of the monthly statistical crime data and report to the necessary departmental employees and other governmental organizations.
• Manage direct reports who supervise personnel on all shifts, including but not limited to:
  • Monitor and approve leave requests.
  • Open records requests.
  • Customer service.
  • Payroll.
  • Interview, hire, train, and evaluate all employees according to probationary and annual performance evaluation procedures.

OTHER JOB FUNCTIONS:

• Manage annual budget for Records Services Division.
• Direct the citation inventory management and issuance of citation books.
• Monitoring of and notification to officers of missing citation books, citations written out of order, and citations returned by the municipal court needing corrections.
• Process officer written requests to void citations.
• Develop and prepare reports for analyzing production rates, workload volume, and staffing requirements.
• Ability to oversee supply requisitions for unit(s).
• Manage contractual obligations of vendors and the City in accordance with state laws and City ordinances as related to report entry, record keeping, open records requests, and permitting.
• Act as or designate a person to act as Records Custodian for the Police Department to accept and process subpoenas and depositions, as well as testify in court.
• Perform destruction, sealing, and deletion of all documents and electronic information for court-ordered expunctions and juvenile seals.
• Regularly attend and participate in senior staff meetings, projects, and committees.
• Present annual training for New Supervisor In-Service Training on report processing and report review.

 MINIMUM QUALIFICATIONS:

• Knowledge, Skills, and Abilities Required:
• Knowledge of requirements and procedures for accepting, processing, and appearing for court-ordered subpoenas and depositions.
• Knowledge of state government records retention schedules.
• Knowledge of state and federal crime reporting guidelines.
• Knowledge of other applicable federal, state, and local laws, ordinances, and regulations.
• Knowledge of TCIC/NCIC databases.
• Knowledge of Records Management System, including UCR coding methods for report entry and statistical reporting purposes.
• Knowledge of personal computers, Microsoft Office, and various other software, internet, and network applications.
• Knowledge of leadership, supervisory, and office management practices and procedures. Knowledge of disciplinary policies and procedures.
• Knowledge of payroll system, policies, and procedures.
• Knowledge of basic math/accounting skills.
• Skill in communicating effectively, both verbally and in writing.
• Skill in leading, planning, organizing the training, supervising, and evaluating of subordinates.
• Skill in filtering applicants, interviewing, hiring, administering discipline, and terminating employees.
• Skill in handling escalated customer service issues.
• Ability to analyze, evaluate, and resolve issues effectively and firmly with courtesy and diplomacy.
• Ability to prepare meaningful and informative reports.
• Ability to interpret and oversee compliance with contracts, ordinances, policies, and procedures.

 Qualifying Education and Experience:

• Bachelor's degree in business, management, criminal justice, or a related field
• Three (3) years of supervisory experience
• Or an equivalent combination of education and experience.
   

Employment Screenings Required:

• Criminal background check
• CJIS Certification background check 
   

Arlington Police Department General Orders prohibit employees from having tattoos on any part of the hands (below the cuff of a long-sleeve shirt), neck, face, head, eyelids, mouth, and ears, with the following exceptions:

Tattoo of one wedding band on the left-hand ring finger.
Professional-style permanent facial make-up on the eyebrows, eyelids, cheeks, and lips.