Police Records Division Supervisor

March 09, 2018 - March 23, 2018
Location:Okemos, MI
Salary Range:Starting at $20.41 per hour
Benefits:Medical, dental and vision insurance, 401a, paid leave
Employment Type:Full Time
Description:Under the supervision of the Assistant Police Chief, oversees and administers the records functions of the Police Department and serves as the designated Freedom of Information Act (FOIA) Coordinator. Performs or delegates various administrative and technical tasks and interacts effectively with the public.
Duties:1. Supervises, oversees, trains, and coordinates the work of subordinate personnel. Assigns work, evaluates performance, mentors, and oversees training and professional development.

2. Receives and handles telephone calls, visitors, FOIA requests, and correspondence. Provides information and assistance in accordance with established guidelines and applicable laws.

3. Administers the records functions of the department including background checks, pistol licensing, pistol safety inspections, arrest records, and other departmental records.

4. Recommends and enforces policies and procedures for the processing and handling of police-related records. Supervises and participates in the evaluation of requests for information and makes determination concerning what information can and will be released based on applicable laws, rules, regulations and ordinances.

5. Establishes and maintains concise and comprehensive filing and records systems. Assembles data and processes various reports, generates monthly and year-end statistical reports, and others as requested.

6. Receives, processes, stores, and preserves and releases information and records. Trains employees in the use of specialized records software.

7. Oversees the purchase, storage, and issuance of various forms utilized, such as pistol inspection certificates, citation booklets and other such materials.

8. Utilizes software to process records, build and maintain file tables and run backups. Works with software vendors to update, troubleshoot and maintain the records software.

9. Provides assistance and disseminates information to police officers.

Qualifications:Requirements include the following:

• An Associate’s degree in business administration or a related field.

• Five or more years experience in records management with three years supervisory experience desirable.

• LEIN Certification preferred. Must be able to obtain upon hire.

• Notary Public designation desirable.

• Thorough knowledge of the principles, practices and techniques of records handling and processing.

• Considerable knowledge of state and federal laws and local ordinances related to the handling, processing, disposal and storage of police records.

• Skill in assembling information, analyzing data, preparing comprehensive and accurate reports, and formulating policy and service recommendations.

• Skill in effectively communicating ideas and concepts verbally and in writing.

• Skill in the use of office equipment and technology, including computers and related software, and the ability to master new technologies.

• Ability to critically evaluate information requests and make determinations about which information can and should be released and which information is prohibited from being released.

• Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with other police departments, the media, the public, Township officials, other employees, and representatives of other governmental units.

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. While performing the duties of this job, the employee is regularly required to communicate with others and view and produce written documents. The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee must frequently lift and/or move items of light weight. The employee must be able to sit for extended periods of time.

While performing the duties of this job, the employee regularly works in a business office setting. The noise level in the work environment is usually quiet.

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