What are the responsibilities and job description for the Records Supervisor position at City of Greenville?
Eligible candidates must submit to an interview process, background checks, and drug screen. The selection process is typically completed within two (2) to three (3) months.
Supervises and assigns duties to the employees of the records unit to insure the efficient and timely operation of the virtual records unit.
Completes performance evaluations on sub-ordinates as required;
Oversees the submission of all documents into the Records Management System (RMS);
Maintains time sheets for the division;
Prepares and sends letters to registered owners of vehicle that have been towed and not yet picked up;
Searches files and responds to requests from other police, criminal justice, and government agencies for background checks on applicants;
Processes incoming requests for city permits; collect criminal histories, driving histories, and other necessary information and forwards to division lieutenant;
Responds to requests from insurance companies and the public for copies of reports; process monies received and writes receipts;
Listens to and handle parking ticket complaints;
Responds to and assists citizens with any questions or requests for information they need;
- Supervises and participates in the maintenance of a complex records management system, to include historical files and storage of those files that are not within the current electronic records management system.
Trains new employees in records procedures;
Composes and types correspondence concerning departmental policies from records, reports, and rules and regulations;
Interprets and applies departmental policies and practices to situations of varying nature;
Copies and distributes technical reports and records to appropriate files and persons;
Collects and compiles traffic and criminal data for reports to City Council, Division of Criminal Information, and Federal Bureau of Investigation;
Answers the telephone for assigned unit;
Investigates and completes internal investigation on complaints against employees;
Serves on interview assessment boards;
Prepares daily work schedules and written reports;
Prepares activity and other reports as necessary;
Identifies training needs of assigned personnel;
Receives and answers complaints and requests for service from citizens, gives information or assistance, or investigates according to general instructions;
Interviews complainants, witnesses and other persons who may have related information regarding investigations
Prepares detailed investigation reports
Cooperates with other law enforcement agencies in conducting investigations;
Conducts roll call, attends daily meetings and others as required;
Investigates internal matters at request of Chief;
Performs related work as required.
Six months of relevant training beyond a high school diploma.
Experience
Over one year up to and including three years of relevant work experience.
Required Knowledge, Skills, and Abilities:
Knowledge of:
- Considerable knowledge of the preparation of reports and maintenance of records and files
- Considerable knowledge of criminal investigation and records keeping methods
- Considerable knowledge of police regulations and record keeping requirements
- Working knowledge of modern office practices and procedures
- Considerable knowledge of the city ordinances relating to traffic control and of modern police practices and procedures
- Considerable knowledge of the layout of city streets and the location and characteristics of neighborhoods
- Considerable knowledge of the organization of the police department and related cooperating law enforcement agencies
- the operation of assigned office equipment.
- writing professional memos, letters, and documents.
- ability to separate, synthesize, and correlate a large volume and variety of criminal reports
- ability to supervise the preparation of moderately complex reports and records
- ability to effectively prioritize workload for efficient operation of police department
- ability to effectively supervise assigned personnel
- ability to deal courteously and tactfully with the public
- ability to establish and maintain effective working relationships with the public and other employees
- ability to supervise others; ability to communicate effectively in both oral and written fashion
- ability to exercise sound judgment and resourcefulness
- ability to prepare accurate and concise reports of investigations and routine daily activities
- ability to meet and deal courteously and tactfully with the general public
- ability to establish and maintain effective working relationships with other police officers, city officials, cooperating agency personnel, and the general public