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MURRAY CITY CORPORATION Murray City Municipal Building 5025 S State Street Murray, Utah 84107-4824 JOB DESCRIPTION Title: RECORDS SUPERVISOR Department: Police Class Code: 6642 FLSA Status: Non-Exempt Effective Date: July 1,1996 (Rev. 10/2023) GENERAL PURPOSE Under the close supervision of the Administrative Services Manager, supervises Records Division staff, acts as the GRAMA Coordinator, and performs a variety of police records technical duties, processes, and procedures related to documenting, maintaining, and controlling police records, case files, statistics, and information. ESSENTIAL DUTIES • Manages day to day operations of the records division; monitors workflow, data accuracy and overall quality, assures processes and procedures are accomplished according to established guidelines and regulations. Coordinates with manager to analyze processes and procedures and makes recommendations for changes; implements changes upon approval. • Oversees priority work projects and reviews work in progress of records personnel. Acts as the supervisor in the absence of the Administrative Services Manager. • May serve as the department’s Records Management System (RMS) representative, attending meetings and trainings as assigned. • Responsible for the storage, dissemination, retention, and destruction of police records; ensures department compliance with legal requirements. Researches laws to confirm departmental guidelines are consistent with federal, state and local laws. • Operates personal and/or mainframe computer terminal as needed to enter and maintain accurate, comprehensive and up to date data related to Police Records including incidents, property files, report narratives, vehicle information, traffic accidents, citations, and arrest records. Maintains and updates dispositions on cases where available and enters changes into computer information base. • Performs various records tracking activities as needed to obtain driver license information, vehicle registration, Utah criminal history, NCIC, out of state vehicle registration, NCIC wanted persons, stolen autos and property checks. • As the GRAMA Coordinator, assures departmental compliance with legal guidelines for release of information; researches law to confirm departmental guidelines are consistent with state and federal law. May serve as the department’s Records Officer under State of Utah Certification. Reviews, approves, and distributes GRAMA requests under the direction of the Manager. • Completes body camera requests as requested through GRAMA requests. ---PAGE BREAK--- • Collects and compiles materials for review, provides recommendations for changes, and coordinates consultation, information exchange and necessary approval processes for records operations and management. • Responds to technical questions from the public and gives necessary information. Directs public to appropriate staff members. May assist other divisions with community related questions, statistical information, or events as assigned. • Maintains individual leadership and management skills and promotes a professional working environment with records technicians. • Regularly monitors front counter personnel and resources to ensure efficient and effective customer service to the public. • Performs other related duties as required or assigned. MINIMUM QUALIFICATIONS Education and Experience • Graduation from college with an associate degree and five years of related clerical/administrative, police records management experience, related law enforcement experience, or a combination of education and experience. • Preference given to those with experience in the use of Spillman and/or Versaterm RMS or other police records management systems. • Preference given to those with supervisory experience. Necessary Knowledge, Skills and Abilities • Considerable knowledge of modern office administration, computer information systems, techniques of supervision and employee development; business English, correspondence formats and composition. • Knowledge of computer operations and various software applications related to word processing, data entry, spread sheets, police records management systems and NIBR reporting. • Skill in the operation of a variety of office machines, to include personal computer, fax machine, microfilming equipment, etc. • Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions; maintain strict confidentiality related to sensitive administrative and legal information. • Ability to relate well with co-workers, supervisors, public officials, attorneys, police officers, other employees and the general public. Must be able to provide leadership and direction to subordinates, establish priorities, organize assignments and assign tasks in the absence of the Administrative Services Manager. TOOLS & EQUIPMENT USED • Typewriter, personal computer, including word processing, spreadsheet and database software; mainframe computer terminal; 10-key calculator; phone; copy machine; fax machine. PHYSICAL DEMANDS The physical demands described here 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 functions. ---PAGE BREAK--- • While performing the duties of this job, the employee is frequently required to sit, walk, talk and hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. • The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and the ability to focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Work is performed primarily in an office setting. The noise level in the work environment is usually quiet. DEPT/DIVISION APPROVED BY: DATE: EMPLOYEE'S SIGNATURE: DATE: H. R. DEPT. APPROVED BY: DATE: