POLICE RECORDS SUPERVISOR

THIS PROMOTIONAL RECRUITMENT IS OPEN ONLY TO CURRENT CITY OF HUNTINGTON BEACH REGULAR EMPLOYEES. (Employees who have not completed their INITIAL probationary period are not eligible.)

THE HUNTINGTON BEACH POLICE DEPARTMENT is seeking qualified candidates for the Police Records Supervisor. This is a working supervisor who is familiar with their subordinates' work duties and assignments. The IDEAL candidate will have more than three (3) years of experience in the area of records management, including two (2) years within a law enforcement agency who is familiar with legal terminology, State and federal regulations, DOJ guidelines, CLETS policies/procedures, POST records manual and supervisory practices and procedures.

JOB SUMMARY

Under general supervision, organizes, coordinates, and supervises the activities of Police Records personnel; prepares and administers performance evaluations; applies proper and effective discipline; ensures compliance with state and federal laws as it relates to the Department; performs other duties as required within the scope of the classification.

SUPERVISION RECEIVED AND EXERCISED

Reports to: Police Services Manager
Supervises: Administrative support staff

DISTINGUISHING CHARACTERISTICS
The Police Records Supervisor supervises and coordinates the work of assigned personnel in the Records Department during assigned shifts. This is an advanced journey class with responsibility for first line supervision receiving direction from the Police Services Manager. This is a working supervisor performing the full duties of Senior Police Records Specialists.

Examples of Essential Duties

• Develops, administers, and conducts training and employee development programs
• Reviews the work of records unit personnel, develops schedule of rotational work assignments of personnel assigned to shift
• Participates in the selection of new personnel; monitors and evaluates standards of performance for each position; makes recommendations for merit increases and promotion; conducts performance evaluations, addresses deficiencies; investigates personnel complaints, recommends discipline of subordinate employees
• Responds to inquiries, complaints, and questions providing information in accordance with laws, codes, regulations, and policies; explains and communicates policies, procedures, and objectives of the unit to assigned shift personnel
• Monitors bureau operating procedures for efficiency; proposes changes and improvements; maintains current training manuals; interprets and implements policies and procedures upon approval of the Police Services Manager
• Ensures accurate maintenance of the automated Records Management System (RMS) and multimedia system; coordinates the records storage, release, sealing, and destruction functions of the bureau
• Oversees the acceptance and processing of subpoenas and warrants
• Compiles a variety of statistical and narrative reports
• Performs all duties of the Senior Police Records Specialist; oversees operations of the Records Unit in the absence of the Police Services Manager
• Attends professional and staff meetings; training classes; stays current with changes in federal, state, and municipal laws and codes
• Reports to work as scheduled; may work a variety of schedules including evenings, weekends, and holidays as required
• Maintains a regular and consistent attendance record
• Performs other related duties as assigned

Minimum Qualifications

Knowledge of:

• Modern office equipment and procedures
• English usage, spelling, grammar, and punctuation
• Advanced record keeping methods; teletype procedures
• Applicable federal, state, and local laws and ordinances pertaining to police records, police terminology, and law enforcement codes
• Telephone procedures and etiquette
• Automated RMS and multimedia system operations; and computer operations
• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures
• Techniques for records management, including records disbursement, redaction, and confidentiality procedures
• Techniques for providing a high level of customer service by effectively interacting with the public, vendors, contractors, and City personnel
• DOJ guidelines; CLETS policies/procedures; POST records manual

• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards
• Supervise, train, plan, organize, schedule, assign, review, and evaluate the work of staff
• Interpret, apply, and ensure compliance with Federal, State, local, and department policies, procedures, laws and regulations
• Identify problems, research and analyze relevant information, develop and present recommendations and justification for solutions
• Perform the most difficult police records management and customer service duties and operate related records system databases properly and effectively
• Make sound, independent decisions within established policy and procedural guidelines
• Use English effectively to communicate in person, over the telephone, and in writing
• Establish and maintain effective working relationships with those contacted in the course of work

• An online application must be completed in its entirety and submitted before the closing date
• All applications will be closely reviewed for relevant experience, education, and training. Those meeting the minimum qualifications will be invited to an online typing test (pass/fail).
• Candidates receiving a passing score on the typing component will be invited to participate in a written exercise and oral board exam (weighted 100%).
• Successful candidates will be placed on an employment eligible list from which hires may be made. The employment eligible list is valid for up to one year, unless exhausted sooner.
• Candidates considered for hire must undergo a comprehensive background investigation, which includes (but is not limited to) LiveScan fingerprinting, polygraph exam, credit check, reference/employer checks, DOJ and FBI checks, etc.
• Upon a conditional offer of employment, a pre-placement medical evaluation and drug screening must be completed with acceptable results.
• Upon hire, employee is subject to further reporting from DOJ via subsequent arrest notification.
• IMPORTANT: In-house candidates who did not apply by the closing date of the promotional recruitment may apply to the "open" recruitment, if applicable. However, they will compete based on the standards established for the "open" recruitment and if successful, will place on the "open" eligible list.

PLEASE NOTE: Our primary means of communication with applicants/candidates is sent via email; therefore, please include a valid email address on your application.

Supplemental Information

The incumbent must be able to meet the physical requirements of the job class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed.

Work is performed in a general office environment, requiring sitting for prolonged periods of time; standing and walking to retrieve work files or to other departments or office locations; leaning, bending and stooping to perform work behind a desk or to retrieve information; pushing, turning or twisting to move chair or body from desk; reaching to place or retrieve files or open file drawers or cabinets; light grasping to hold a writing instrument or documents; firm grasping as needed to lift and carry work files or operate office equipment; finger dexterity to type on a computer keyboard. Must be able to actively listen to receive instruction, and verbally communicate information in order to engage with customer base, staff, and others, in person and via telephone. Work may necessitate some lifting, carrying, pushing and/or pulling of objects and materials up to 25 pounds.

Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis.