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Police Department Records Supervisor (INTERNAL OPENING ONLY)

Sun Prairie

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Salary
$79k+/yr
Location
Sun Prairie, WI, WI, US
Type
Internship
Seniority
Internship
Experience
1+ years
Source
GovernmentJobs

Description

Supervise the clerical function for the Department's Records Bureau by planning, organizing, and establishing the Bureau's daily priorities and ensuring that clerical support is provided in a timely and accurate manner. Ensures that the Department’s records management system operates in a prompt and efficient manner by supervising and training personnel in the proper use of Department computer software and hardware. Directs and manages the Department’s response to public records requests in compliance with Wisconsin Public Records Law, applicable FOIA requirements, and other disclosure and confidentiality laws. Ensure requests are properly tracked, reviewed, redacted, and completed within required timeframes. Additionally, oversees the accuracy, completion, and timely submission of NIBRS and WIBRS data to state and federal Uniform Crime Reporting programs.

*Cover Letter and Resume are required upon submission*

INTERNAL POSTING ONLY
  • Assigns and supervises the daily work of the Police Records Bureau personnel.
  • Oversees the receipt, review, redaction, tracking, and timely completion of public records requests in accordance with Wisconsin Public Records Law, applicable FOIA requirements, records-retention rules, and Department policy. Consults with legal counsel and appropriate agencies regarding complex or disputed requests and ensure staff are trained in records searches, disclosure, redaction, and legal compliance.
  • Oversees the Department’s NIBRS and WIBRS reporting to ensure crime and arrest data is accurate, complete, and submitted within required deadlines. Reviews and corrects reporting errors, monitors compliance with state and federal Uniform Crime Reporting requirements, and trains personnel on proper coding and submission procedures.
  • Administers and enforce the City and Departmental rules and regulations.
  • Evaluates the job performance of all Records Bureau personnel.
  • Participates in the hiring process for all new Records Bureau personnel, including interviewing all prospective job candidates and recommending the hiring of the final candidate to the Chief of Police.
  • Provides ongoing training to personnel and disseminates information and instructs personnel about appropriate rules, regulations, procedures, and policies established by the City and/or the Police Department.
  • Develops, prepares, and manages the Records Bureau’s annual budget, including identifying operational and technology needs, estimating costs, prioritizing expenditures, and presenting recommendations and supporting justification to the Chief of Police.
  • The position provides clerical support functions including: determining what office supplies and equipment are needed for the Records Bureau and placing an order; receiving and reviewing incoming correspondence and mail to ensure it is properly processed or distributed to the appropriate personnel; preparing and send out notices, ads, bills, and similar forms; checking and tabulating statistical data; code and approving invoices for the Records Bureau; maintaining inventory records and assisting in filling out forms, licenses, permits, and receipts as required.
  • Serves as the Department’s designated records custodian and is responsible for the lawful maintenance, retention, security, disclosure, and disposition of Department records. Ensure records are managed in accordance with applicable laws, retention schedules, City policies, and Department procedures.

A bachelor’s degree in business administration, criminal justice, human resources, leadership, management, or a relevant field is required. Applicants must have 1 to 3 years of comprehensive clerical office experience, including at least 1 year of management experience, equivalent training and experience or combination to be considered. At least 1 year of experience in police records and open records management and uniform crime reporting is required. Experience in NIBRS and TRACS is preferred. 

Knowledge of

  •  Departmental programs, policies, rules, and regulations; considerable knowledge of office procedures, practices, and office equipment; considerable knowledge of the principles and procedures of effective supervision and management. 
  •  Police records management systems experience: 
  •  Principles and procedures of effective supervision and management. 
  •  Technical and legal terminology as it relates to the Police Department operations. 
  •  Police records and open records management, and uniform crime reporting – minimum of one year of experience. 

Ability to

  • Develop and implement policy that may impact other departments and across the organization
  • Decision-making that could result in costs in time, money, or public/employee goods. Delays in important projects/schedules likely.
  • Ensure a very high level of discretion with decisions restricted only by departmental policies and little direct guidance from a supervisor.

Skill in

  • Planning, organizing, assigning, evaluating, inspecting and otherwise supervising the work of subordinates. 
  •  Communicating clearly and concisely both orally and in writing; considerable skill in evaluating and making decisions and establishing and maintaining effective working relationships with the general public.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

  • Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus. 
  • While performing the duties of this job, the employee is frequently required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls; and reach with hands and arms. 
  • The employee must be able to travel to equipment locations throughout the city in order to access equipment.
  • The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, or crawl. 
  • The employee must frequently lift and/or move up to 25 pounds. 

The above is intended to describe the general content of the requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. 

Skills

Compliance