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CITY OF EL CERRITO POLICE 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. DEFINITION Under general supervision of the Administrative Sergeant – plans, organizes, supervises, and participates in the activities of a comprehensive police records keeping function. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from Police Chief. ESSENTIAL FUNCTION STATEMENTS Essential responsibilities and duties may include, but are not limited to, the following: Essential Functions: Plan, assign, receive, and evaluate work of assigned employees of the Administrative Services Division. Assist in planning, development and implementation of departmental record procedures. Plan, develop and implement staff development and motivation strategies. Participate in monitoring employee performance objectives, prepare performance evaluations on assigned employees. Supervise inventory control and accountability of incoming warrants and report fees. Review and accept civil and defense subpoenas. Respond to subpoena Duces Tecum and make court appearances as needed. Personally perform, on an as needed basis – typing, filing, indexing, fingerprinting, photography, and any other duties of assigned employees. Maintain security and control of records, evidence, and property. Supervise processing and maintenance of police reports and records such as crime, arrest, and accident reports/warrants. Acts as “Post Vehicle Storage Hearing Officer”. Assist with the custody of prisoners as needed. Develop, implement, and modify clerical informational systems and procedures to improve operations and insure compliance with applicable laws. ---PAGE BREAK--- CITY OF EL CERRITO Page 2 Police Records Supervisor Essential Functions (continued) Apply laws, court decisions, rules and regulations on use and confidentiality of police records. Approve release or inspection of police reports. Research, collect data and prepare a variety of comprehensive statistical and written reports as required. Coordinate activities with other department personnel and public in the areas of assigned functional responsibilities. Prepare and carry out juvenile record sealing and coordinate records purging as needed. Supervise computer operations, systems maintenance and perform specialized computer operations. Act as agency terminal coordinator – oversee all and reevaluation of CLETS operations. Marginal Functions: Assist with annual jail inspections Police secretary duties – accounts payable/receivable and payroll coverage when needed. Assist with general building maintenance facilitation – plumbing, air conditioning, key/lock service, etc.; contact vendors and arrange for repair/service. Perform related duties and responsibilities as required QUALIFICATIONS Knowledge of: Principles, codes, regulations, and laws governing records management and warrants procedures. Principles of office management, supervision, employee development and evaluation. Criminal justice procedures. Modern office procedures, techniques, and equipment including principles of record keeping and automated information systems. Research techniques and procedures. Organizations, procedures and operating details of a police department records function. Ability to: Prepare memorandums and letters. Administer an effective and legal records management system. Plan and organize the work of others. Read and interpret laws, rules, and regulations relating to records management. Communicate effectively both orally and in writing. Work cooperatively with other departments, outside agencies, and the public. Ability to: (continued) Supervise, train, and evaluate the work of others. ---PAGE BREAK--- CITY OF EL CERRITO Page 3 Police Records Supervisor Compile and maintain complex and extensive records and prepare reports. Evaluate personnel issues and problems and make recommendations to resolve them. Use computer terminals and the techniques of data entry and retrieval for police record administration. Maintain physical and mental capacities appropriate to the performance of assigned duties and responsibilities. Experience and Training Guidelines Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Four years of increasingly responsible clerical – supervisory experience with records management in a public safety environment. Training: Equivalent to completion of the 12th grade, supplemented by job related college level courses as well as specialized training in records management. Licenses/Certificates/ Other requirements: Possession or ability to obtain and maintain a valid class C driver’s license. As needed, a female incumbent may be used to assist in the custody of female prisoners. PHYSICAL DEMANDS Sitting: Occasionally to Frequently Lifting: Standing: Occasionally to Frequently up to 10 lbs: Occasionally Walking: Occasionally to Frequently 11 to 25 lbs: Occasionally Bending: Occasionally 26 to 50 lbs: Occasionally Crouching: Occasionally 51 to 75 lbs: Occasionally Stooping: Occasionally 76 to 100 lbs: Never Kneeling: Occasionally 100 + lbs: Never Crawling: Occasionally Carrying Climbing: Occasionally up to 10 lbs: Occasionally Balancing: Occasionally 11 to 25 lbs: Occasionally Running: Never 26 to 50 lbs: Occasionally Twisting: Occasionally 51 to 75 lbs: Occasionally Turning: Occasionally 76 to 100 lbs: Never Jumping: Never 100 + lbs: Never ---PAGE BREAK--- CITY OF EL CERRITO Page 4 Police Records Supervisor PHYSICAL DEMANDS (continued) Pushing/Pulling: up to 10 lbs: Occasionally 11 to 25 lbs: Occasionally 26 to 50 lbs: Occasionally 51 to 75 lbs: Occasionally 76 to 100 lbs: Never 100 + lbs: Never Grasping – firm: Occasionally Finger dexterity: Frequently to Constantly Reaching forward: Occasionally to Frequently Pinch grasp: Occasionally Grasp – light: Occasionally to Frequently Coordination - Eye-hand: Frequently to Constantly Eye-hand-foot: Never to Occasionally Driving: Never to Frequently Talking - Face-to-face: Frequently Verbal contact: Frequently Public: Frequently Vision - Acuity far: Required Acuity, near: Required Depth perception: Required Field of vision: Required Accommodation: Required Color vision: Required Hearing - Conversation: Frequently Telephone: Frequently Earplugs: Never MENTAL REQUIREMENTS Abstract variables, Interpret instructions, Detailed-uninvolved instructions, one or two step instructions, Reading-simple, Writing-simple, Math skills-simple, Form, Clerical, Analyzing, Compiling, Computing, Copying, Comparing, Supervising, Speaking-signaling, Serving, Taking instructions-helping, Comprehend/follow instructions, Perform simple-repetitive tasks, Maintain work pace, Relate to other people, Influence other people, Perform varied-complex tasks, Generalizations/evaluations, Responsibility for direction. WORK ENVIRONMENT Indoors, Using computer/computer monitor screen, Works around others, Works alone, Works with others. Rev. 9/2002