Police Records Shift Supervisor

City Of Gainesville, FL; Gainesville (FL); On-site; USD 52,000 - 84,000; Full time

Benefits offered by this job

On-site fitness centers

Tuition reimbursement

Wellness program

Pension plan

Deferred compensation

Health insurance

Paid time off

Paid holidays

Life insurance

Job summary

The City of Gainesville's Police Department is seeking a Supervisory Records Technician to direct the Police Records unit during the assigned shift, overseeing staff, training, and the proper classification of crimes and codes.

You will ensure compliance with Federal and State laws when releasing information, manage complex data, and prepare detailed reports for planning and CJIS obligations; some duties may include budget support and on-call responsibilities.

Qualifications

• High school diploma or GED and four years of records management experience.
• Must obtain NCIC/FCIC certification within six months of start date.
• Must obtain Florida Notary Public license within six months.
• Must obtain Alternate Terminal Agency Coordinator certification within six months.

Responsibilities

• Supervise staff and direct records duties during assigned shift.
• Review court orders and crime reports and ensure compliance with laws.
• Enter data via computer terminals and maintain audit trails.
• Prepare detailed records and reports for planning and CJIS needs.
• Organize in-service training and provide feedback to supervisor.

Skills

Supervisory duties

Data entry / document management

Microsoft Word

Microsoft Excel

Communication skills

Education

High School Diploma or GED

NCIC/FCIC certification within 6 months

Florida Notary Public license within 6 months

Alternate Terminal Agency Coordinator certification within 6 months

Valid driver's license

Tools

CJIS nexTEST admin

Criminal justice information systems

Job description

Department: GG_Police: Police Records Salary Range Minimum: $25.00 Salary Range Maximum: $40.41 Closing Date: 10/01/2026

Job Details

Supervisory and technical work directing employees engaged in records maintenance and retention activities within the Gainesville Police Department's Police Records unit during their assigned shift. Positions allocated to this classification report to a designated supervisor and work under general supervision. Work in this class is distinguished from other classes by its supervisory, training, and technical duties within a police records work unit.

SUMMARY

Supervisory and technical work directing employees engaged in records maintenance and retention activities within the Gainesville Police Department’s Police Records unit during their assigned shift. Positions allocated to this classification report to a designated supervisor and work under general supervision. Work in this class is distinguished from other classes by its supervisory, training, and technical duties within a police records work unit.

EXAMPLES OF WORK

• This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower level duties may be required.

ESSENTIAL JOB FUNCTIONS

Supervises and directs employees performing records duties and general office work during their assigned work shift, typically in the absence of the Police Records Supervisor, including interpreting proper classifications of crimes, determining proper codes to be used, entering data through computer terminals, and following audit trails. Reviews court orders and crime reports and ensures compliance with Federal and State laws in the release of information. Performs timely, fair and non-discriminatory evaluation of performance of employees under their supervision; and provides feedback to Police Records Supervisor for evaluating the performance of other Records Technicians they observe and are not under their direct supervision. Insures fair and equitable enforcement and application of all City rules, policies and regulations. Recommends selection, promotion, discharge, and other appropriate personnel actions. Organizes and conducts in-service training for employees. Provides written responses for service requests from the public and other agencies. Maintains complex statistical data in ledgers for use in departmental planning. Prepares detailed records and reports in a timely manner. Functions as a nexTEST Administrator as defined by the Florida Department of Law Enforcement’s Criminal Justice Information Services. Attends work on continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS

Assists with the Terminal Agency Coordinator duties to optimize user compliance and ensure GPD’s compliance with Criminal Justice Information Services policies and procedures. Acts as the alternate GPD liaison with FDLE’s CJIS staff in the supervisor’s absence. Assists in preparation of division budget. Travels to and attends outside meetings, trainings, and workshops. May be responsible for enforcing the drug policy, based on physical location and organizational structure. May be required to work with, or will have access to, information or documents pertaining to criminal investigations, especially those dealing with drug-related activity. Performs other related duties as assigned.

QUALIFICATIONS

EDUCATION AND EXPERIENCE

Graduation from high school or possession of an acceptable equivalency diploma, and four (4) years progressively responsible experience in records management.

CERTIFICATIONS OR LICENSES

• Licenses Valid driver license required upon start date.
• Valid Florida Driver License required within thirty (30) days of start date and at all times while employed in this classification.
• Certifications Must obtain state certification for National Crime Information Center/Florida Crime Information Center (NCIC/FCIC) computer systems within six (6) months of start date.
• Must obtain State of Florida Notary Public license within six (6) months of start date.
• Must obtain state certification as an Alternate Terminal Agency Coordinator by the Florida Department of Law Enforcement’s Criminal Justice Information Services within six (6) months of start date.

KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of office procedures and or practices, grammar, spelling, and arithmetic.
• Knowledge of effective supervisory practices.
• Knowledge of City policy and rules, including non-supervisory employee collective bargaining agreements.
• Ability to use Microsoft software (Word, Outlook, Excel) and relevant software applications.
• Ability to maintain security and confidentiality.
• Ability to plan, direct and supervise work of others.
• Ability to keep records and prepare reports.
• Ability to perform varied and complex office and clerical work.
• Ability to direct others during high stress situations.
• Ability to work effectively with co-workers and the general public.
• Ability to communicate effectively, both orally and in writing.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is often required to sit for prolonged periods of time.

WORK ENVIRONMENT

May be required to work a shift outside regular business hours, including nights, weekends, and holidays. Required to travel for work related training. Responsible for supervising a shift within the Police Records work unit that is operating 24 hours a day/seven days a week. Required to work with, or have access to, information or documents pertaining to confidential criminal investigations. Note: May Require Assessment(s). May fill multiple positions. May establish an eligibility list.

The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally. All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also offer great things like on‑site fitness centers, tuition reimbursement, on-site medical staff and a wellness program to keep you healthy and happy. Please note; benefits are not available for temporary employees.

Equal Opportunity

The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring.

Minorities, women and individuals with disabilities are encouraged to apply.

Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at 352-334-5077 or TDD/TTY at 352-334-2292.

Veterans' Preference

Veterans are encouraged to apply.

Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process.

However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position.

Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference.

State of Florida residency is not required for Veterans’ Preference.

If you are unable to apply online due to a disability, contact recruiting at [e-mail] or by calling 352-334-5077.

The City of Gainesville proudly employs more than 1,500 dedicated community builders who work every day to make a positive impact on our community. Our team includes professionals from a wide range of fields, from creative innovators and financial experts to public safety personnel and critical infrastructure engineers. We offer diverse and rewarding career opportunities across many departments and service areas, including General Government, Gainesville Police Department, Public Works, Parks, Recreation and Cultural Affairs, Information Technology, Gainesville Fire Department, Regional Transit System, and more. No matter your background or expertise, you'll find meaningful opportunities to grow your career while serving the Gainesville community.