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Human Resources
FLSA Designation: Non-Exempt
Established: July 1, 2007

RECORDS SUPERVISOR

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION
Under general direction of a Police Lieutenant or other assigned supervisory or management staff, supervises, evaluates and participates in the work of non-sworn personnel responsible for a variety of complex and confidential technical and clerical law enforcement support services related to gathering, recording, maintaining, retrieving and distributing law enforcement data and information; assumes responsibility for the more difficult and complex tasks; provides on-going supervision to administrative support staff; participates in the development, implementation, and administration of administrative policies, procedures, and programs; performs other duties as required.

IDENTIFYING CHARACTERISTICS
The Records Supervisor is responsible for directing and coordinating a variety of complex technical, clerical and office support services in the Records Division of the Police Department. This classification is distinguished from the next lower classification of Senior Police Records Clerk by the need for a broader and more detailed understanding of support services and records division operations, and the responsibility for supervision and training of assigned personnel and the Police Records Management System. This classification is considered a working supervisor that provides a variety of complex, responsible, and confidential records support to the Police Department.

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

  1. Plans, assigns, reviews and participates in the work of staff involved in gathering, recording, transcribing, processing, editing, retrieving, maintaining, retrieving and distributing law enforcement data and information including police reports, citations, warrants, protective orders, and subpoenas; safeguards the Department from liability due to unauthorized records release; supervises work activities to ensure safe work practices, work quality, accuracy and confidentiality; develops, implements and maintains a records procedure manual.
  2. Applies federal, state and local laws, codes and regulations related to the gathering, maintenance and release of information; assists in handling the more complex and difficult situations involving interpretation of regulations and operating procedures; keeps current on and implements new regulations, statutes and records technology; acts as the department’s custodian of records; confers with information systems staff and vendors to develop applications or modify existing ones.
  3. Participates in the selection, training, and evaluation of assigned records personnel; provides or coordinates appropriate staff training, including mandated training and identification of training opportunities and needs for training and makes recommendations to management; maintains State required training files; works with employees to correct deficiencies; recommends discipline and termination procedures.
  4. Participates in the evaluation, development, implementation, and interpretation of policies and procedures.
  5. Serves as primary contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; explains, justifies, and defends programs, policies, and activities; provides for regular communication between sworn and non-sworn personnel.
  6. Establishes work schedules and methods for performing assigned duties; maintains appropriate work records and documents; prepares statistical and/or analytical reports on operations as necessary.
  7. Coordinates and/or participates in the preparation of payroll for records staff for payroll processing; tracks overtime usage; retains and tracks personnel payroll records.
  8. Initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; conducts periodic retention and purging of files in compliance with applicable guidelines.
  9. Completes and monitors the flow of all necessary documents related to personnel matters for assigned areas; performs payroll reporting and related procedures for assigned areas.
  10. Utilizes various computer applications and software packages; maintains and generates reports from a database or network system.
  11. Participates in special projects as assigned.
  12. Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public using principles of good customer service.
  13. Performs related duties as required.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Standard and complex law enforcement information and record keeping terminology, practices and procedures. Work organization and office management principles and practices. Principles of supervision, training, and performance evaluation. Handle information of a sensitive and confidential nature and maintain confidentiality. Modern office procedures, methods, and equipment including computers. Computer applications such as specialized automated law enforcement information systems, word processing, spreadsheets, and statistical databases. Processes, procedures, and practices of budget preparation and administration. Principles and practices of fiscal, statistical, and administrative research and report preparation. Principles of business letter writing and report preparation. Methods and techniques of public relations. Principles and procedures of record keeping. Basic bookkeeping practices. English usage, spelling, grammar and punctuation. Pertinent federal, state, and local laws, codes, and ordinances. Occupational hazards and standard safety procedures.

Ability to:
Oversee, direct, coordinate, and participate in the supervision of a comprehensive administrative support division. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances. Select, train, and evaluate assigned staff. Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale. Perform responsible and difficult programmatic and administrative duties involving the use of independent judgment and personal initiative. Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Research, compile, analyze, and interpret data. Implement and maintain automated law enforcement information systems, procedures and filing systems. Independently prepare correspondence and memoranda. Respond to requests and inquiries from the general public. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Manage multiple projects simultaneously. Plan and organize work to meet schedules and time lines. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports. Operate and use modern office equipment including a computer and various software packages. Type and enter data at a speed necessary for successful job performance. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Occasionally work evenings, weekends and split shifts to achieve division goals. Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Equivalent to the completion of the twelfth grade supplemented by specialized law enforcement office, clerical, and supervisory training.

Experience:
Four years of responsible journey level experience in maintaining public safety records, including one year supervisory experience.

License or Certificate:
Possession of, or ability to obtain and maintain, an appropriate driver’s license with a satisfactory driving record. Completion of Department of Justice Telecommunications training for full access operator and the Police Officer Standards and Training (POST) Records Clerk course is required. Must Possess POST Records Supervisor Certificate within the probationary period and satisfactorily maintain the certification during the course of employment. Other Requirements: Willingness and ability to work any shift, holidays, and weekends; work scheduled and emergency overtime; be available for call back as required; attend classes, seminars, and workshops as required; wear a uniform; and comply with department grooming standards.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein 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 job functions. Environment: Work is performed primarily in a standard office environment with extensive public contact and constant interruptions; may be required to work evenings, weekends and split shifts.. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Human Resources Division   
   (925) 516-5191
150 City Park Way   
TTD
   (925) 516-5409
Brentwood, CA 94513  
  (925) 516-5446