GCIC & RECORDS SUPV

City of South Fulton; South Fulton (GA); On-site; USD 50,000 - 85,000; Full time

Job summary

City of South Fulton seeks a supervisory Administrator to lead Central Records operations, CJIS/GCIC/NCIC functions, and QA activities. The role ensures the integrity and security of records and oversees staff performance.

The candidate will coordinate training, audits, and policy adherence while supervising daily clerical operations and overseeing budgets and departmental procedures.

Qualifications

• Supervises and evaluates staff; plans schedules and coverage.
• Trains staff in operations, policies, and procedures.
• Desires knowledge of records management and CJIS requirements.

Responsibilities

• Oversee GCIC/NCIC operations and ensure data accuracy.
• Conduct quality assurance of records and document integrity.
• Prepare reports and maintain compliance with CJIS requirements.
• Coordinate training and audit preparation with designated personnel.

Skills

Supervisory experience

Staff training

Records management

CJIS knowledge

Education

Associate’s degree in related field

Tools

GCIC/NCIC systems

Job description

GENERAL STATEMENT OF JOB

This classification supervises employees involved in providing administrative and clerical support in the daily operations of assigned department Central Records, Criminal Justice Information System (CJIS), Georgia Crime Information Center (GCIC), and National Crime Information Center (NCIC) functions to conduct quality assurance for records and documents activities and integrity and security of said records and documents.

Essential Functions

• Supervises, directs, and evaluates assigned staff; develops and oversees employee work schedules to ensure adequate coverage and control; compiles and reviews timesheets; approves/processes employee concerns and problems and counsels or disciplines as appropriate; assists with or completes employee performance appraisals; directs work; and trains staff in operations, policies, and procedures.
• Organizes, prioritizes, and assigns work; prioritizes and schedules work activities to meet objectives; ensures that subordinates have the proper resources needed to complete the assigned work; monitors status of work in progress and inspects completed work; consults with assigned staff to assist with complex/problem situations and provide technical expertise; provides progress and activity reports to management; and assists with the revision of procedure manuals as appropriate.
• Conducts quality assurance of records and documents; reviews accuracy of files to be archived; interprets and enforces departmental policies and procedures related to records maintenance functions, such as validity, accuracy and deadlines; ensures accuracy and completeness of records and documents; certifies documents.
• Oversee GCIC/NCIC operations, including transaction accuracy, required record validations, timely updates, and quality-control reviews.
• Coordinates system access required training and certifications, and audit preparation with designated personnel; maintains compliance documentation.
• Monitors compliance with applicable GCIC/NCIC and CJIS requirements; reports suspected misuse or security violations and coordinates corrective action.
• Interprets and enforces all applicable codes, laws, rules, regulations, standards policies and procedures regarding release of records and information; initiate any actions necessary to correct deviations or violations.
• Conducts various administrative duties for the department; assists with project management; reviews budgets and grants; orders supply; inputs time and leave usage; performs accounts payable and accounts receivable functions; schedules training for department employees.
• Supervises the performance of and performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; responds to routine questions and complaints; research problems and initiates problem resolution; refers complaints/problems to appropriate personnel.
• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures receives, reviews, records, prepares, types, and/or distributes documentation, including billing invoices, cash, checks and money orders, lab reports, records requests, medical records, statistical reports, toxicology reports, performance appraisals, and other documents; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records; submits or forwards documentation to appropriate personnel.
• Supervises the maintenance of and maintains file system of various files/records; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
• Supervises the distribution of and distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, mail, or other documentation; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• Research, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
• Operates or uses various equipment and supplies to complete work assignments; operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment a necessary to complete essential functions.
• Communicate with supervisors, other employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as required.

GENERAL STATEMENT OF JOB

This classification supervises employees involved in providing administrative and clerical support in the daily operations of assigned department Central Records, Criminal Justice Information System (CJIS), Georgia Crime Information Center (GCIC), and National Crime Information Center (NCIC) functions to conduct quality assurance for records and documents activities and integrity and security of said records and documents.

Essential Functions

SPECIFIC DUTIES AND RESPONSIBILITIES

• Supervises, directs, and evaluates assigned staff; develops and oversees employee work schedules to ensure adequate coverage and control; compiles and reviews timesheets; approves/processes employee concerns and problems and counsels or disciplines as appropriate; assists with or completes employee performance appraisals; directs work; and trains staff in operations, policies, and procedures.
• Organizes, prioritizes, and assigns work; prioritizes and schedules work activities to meet objectives; ensures that subordinates have the proper resources needed to complete the assigned work; monitors status of work in progress and inspects completed work; consults with assigned staff to assist with complex/problem situations and provide technical expertise; provides progress and activity reports to management; and assists with the revision of procedure manuals as appropriate.
• Conducts quality assurance of records and documents; reviews accuracy of files to be archived; interprets and enforces departmental policies and procedures related to records maintenance functions, such as validity, accuracy and deadlines; ensures accuracy and completeness of records and documents; certifies documents.
• Oversee GCIC/NCIC operations, including transaction accuracy, required record validations, timely updates, and quality-control reviews.
• Coordinates system access required training and certifications, and audit preparation with designated personnel; maintains compliance documentation.
• Monitors compliance with applicable GCIC/NCIC and CJIS requirements; reports suspected misuse or security violations and coordinates corrective action.
• Interprets and enforces all applicable codes, laws, rules, regulations, standards policies and procedures regarding release of records and information; initiate any actions necessary to correct deviations or violations.
• Conducts various administrative duties for the department; assists with project management; reviews budgets and grants; orders supply; inputs time and leave usage; performs accounts payable and accounts receivable functions; schedules training for department employees.
• Supervises the performance of and performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; responds to routine questions and complaints; research problems and initiates problem resolution; refers complaints/problems to appropriate personnel.
• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures receives, reviews, records, prepares, types, and/or distributes documentation, including billing invoices, cash, checks and money orders, lab reports, records requests, medical records, statistical reports, toxicology reports, performance appraisals, and other documents; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records; submits or forwards documentation to appropriate personnel.
• Supervises the maintenance of and maintains file system of various files/records; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
• Supervises the distribution of and distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, mail, or other documentation; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• Research, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
• Operates or uses various equipment and supplies to complete work assignments; operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment a necessary to complete essential functions.
• Communicate with supervisors, other employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as required.

MINIMUM EDUCATION AND TRAI

• Associate's Degree in Criminal Justice, Law Enforcement, Public Administration, Business Administration, Records Management, Information Management, Office Administration, or a related field.
• Two (2) years of experience in customer service, administrative or clerical work or related field; or
• Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Requires a valid state driver's license with acceptable driving history.

Must Possess The Following Certifications

• Georgia Terminal Agency Coordinator Certification and Georgia Criminal Justice Information System Certification.