Records Supervisor

Working for the City of Kyle
Building a career with the City of Kyle is more than a job-it's an opportunity to make a meaningful impact and help shape the future of one of Texas' fastest-growing communities. Guided by our core values of Visionary Leadership, Integrity, Accountability, Transparency, and Teamwork, we strive to create a workplace where innovation and service thrive. Kyle is recognized as one of the best places to live, work, and raise a family-and we're committed to being the top employer in our region.

Summary of Position
Under limited supervision, performs complex administrative and secretarial duties to facilitate the mission of the Kyle Police Department; performs duties under minimal supervision governed generally by broad instructions, objectives, and policies and involving frequently changing conditions and problems. The person selected for this position must be a self-starter, have the ability to work with limited supervision, maintain confidentiality of obtained protected information, provide detailed records, and work a flexible schedule as needed.

The minimum starting rate is $55,931 - $69,074.79/Annually* Competitive Benefits
(Eligible experience, education, and expertise may provide a greater starting base pay within the full pay grade)

Benefits Overview
Live well and thrive with benefits that support your health, future, and work-life balance. Our package includes comprehensive medical, dental, and vision coverage, retirement plans, generous paid time off, and professional development opportunities.

100% Employer-Paid Premiums for employee-only coverage, including:

• Medical, Dental, and Vision Insurance
• Short-Term Disability (STD)
• Long-Term Disability (LTD)
• Basic Life Insurance (equalto3x annual salary, up to $300,000)
• Plus, we cover a substantial portion of premiums for dependents, making family coverage affordable and accessible

Essential Functions

• Plans, prioritizes, assigns, supervises, reviews, and coordinated the day-to-day activities of the Police Department’s Records Division including managing the maintenance, retrieval, protection, retention, and destruction of all police records; sets schedules and provides adequate staffing for the Records Division.
• Participates in the development of goals and objectives as well as policies and procedures; makes recommendations for changes and improvements to existing standards, policies, and procedures; participates in the implementation of approved policies and procedures; monitors work activities to ensure compliance with established policies and procedures.
• Participates in the selection of assigned staff; provides or coordinates staff training; works with employees to correct deficiencies. Evaluates and documents employee performance, including but not limited to periodic performance evaluations, corrective and disciplinary action, employee coaching, and regularly communicates this information with supervisors.
• Performs the more technical and complex tasks of the work unit including ensuring compliance with applicable rules and regulations of the Open Records Act/Freedom of Information Act, related to law enforcement records management.
• Interprets, applies and enforces all current laws, regulations and procedures governing the security and processing of police records; train sworn and non-sworn personnel on changes in laws, systems, and resources available in records management; creates new or updates existing procedures and forms to comply with current laws and regulations.
• Performs office management duties; organizes, develops and implements procedures for executive various administrative assignments.
• Coordinates with City Attorney, Prosecutors and Judges, and other agencies as necessary.
• Serves as custodian of non-personnel records. Appears in court on behalf of the department as required.
• Point of contact for the DPS, CJIS, and JJIS site, handling Juvenile and Non-Disclosure information in all areas that does not conflict with the responsibilities of the TAC.
• Manages the maintenance, retrieval, protection, retention, and destruction of all police records; coordinates with staff the transfer of records to offsite locations.
• Prepares/receives correspondence, reports or other work products; notarizes documents.
• Reviews incoming correspondence for items of special interest to supervisors; determines when pertinent materials for riles need to be attached based upon a thorough knowledge of program activities; composes departmental correspondence.
• Responsible for the maintenance and training of sworn and non-sworn personnel on the online TXDOT CRIS system.
• Responsible for the management and response to all police email service requests,
• Open Records requests, departmental correspondence and other records/files as assigned.
• Prepares, analyzes and submits Uniform Crime Report (UCR) and other monthly reports, and Yearly Data Reporting (example: Asset Forfeiture Report & Racial Profiling Report).
• Prepares statistical reports, documents, and graphs.
• Responsible for executing authorized Sealing & Expunction orders.
• Participates in the preparation and administration of the assigned program budget; submits budget recommendations; monitors expenditures.
• Responsible for petty cash fund.
• Answers telephone, greets the public, sends/receives facsimiles, provides and receives written and verbal information to the public, responds to citizen service requests, directs inquiries, complaints, and/or other requests to appropriate city department(s), employee or official(s).
• Secondary responsibility for coordinating and purchasing supplies, processing invoices, securing quotes, communicating with vendors, etc.
• Maintains utmost confidentiality as to the city matters in dissemination of information.
• Attend training courses as assigned, including overnight travel as necessary.
• Attend meetings and participate on committees and boards as assigned.
• Willing to train co-workers in regard to computer software, department procedures, and other job-related duties.
• Performs all other duties as assigned.

Knowledge, Skills, and Abilities
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

Knowledge:

• Knowledge of departmental policies and procedures; local and state ordinances and laws; court procedures.
• Knowledge and ability to successfully perform in a high-pace office environment.
• Considerable knowledge of practices of public and business administration.

Skills:

• Microsoft Office

Abilities:

• Ability to define problems, collect data, establish facts and reach conclusions; deal with problems involving several variables.
• Ability to exercise judgement and discretion in dealing with the public and in interpreting and applying departmental policies and procedures.
• Ability to compose and prepare reports, records, and correspondence; 40 words per minute typing rate.
• Ability to understand and execute complex written and oral instructions.
• Ability to successfully multi-task; remain calm and act resourcefully in the performance of job responsibilities.
• Ability to operate the following: computer, printer, telephone, copy machine, calculator, fax machine, and vehicle.

Community Relations
Maintains desired working relationship with Chief of Police, Captain, City Manager and Staff.
Maintains a professional working relationship with other Federal, State, and Local law enforcement agencies.
Maintains effective working relationships with officials and public.

Minimum Qualifications

• High School Graduate or Equivalent
• Possess a valid Texas Driver’s License
• One (1) year police records specialist experience; or equivalent combination of training or experience which evidences a comprehensive knowledge of required job duties and expectations.
• Two (2) years supervisor or management experience
• Must be eligible and able to obtain a Texas Commission on Law Enforcement (TCOLE) telecommunicator license.
• Must meet all requirements for compliance with Criminal Justice Information Services (CJIS).
• Must pass an extensive personal background check.  

Preferred Qualification

• TCOLE Telecommunicator license

Physical Demands and working Conditions
While performing duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear; and taste or smell. The employee frequently is required to walk and stoop or kneel. The employee is occasionally required to stand, sit, and climb and balance. The employee must have the ability to safely pull, push, lift, and carry item weighing up to forty (40) pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The noise level in the work environment is usually moderate.

This position description has been prepared to assist in defining job responsibilities, physical demands, and skills needed.  It is not intended as a complete list of job duties, responsibilities, and/or essential functions.  This description is no intended to limit or modify the right of any supervisor to assign, direct, and control the work of employees under supervision.  The City of Kyle retains and reserves any or all rights to change, modify, amend, add to or delete, from any section of this document as it deems, in its judgment, to be proper.

Salary : $55,931 - $69,077