Police Records Supervisor

City of Mount Vernon; Mount Vernon (WA); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Medical dental and Vision Insurance

Life Insurance

Employee Assistance Program

Retirement plan (Department of Retire)

Paid vacation, holidays and sick leave

Gym Membership reimbursement

Deferred Compensation (voluntary)

Job summary

City of Mount Vernon seeks a Police Records Supervisor to lead the Records and Property Divisions under the Police Department. The role oversees responses to Public Disclosure Requests, ensures compliance with statutes, and directs staff, training, and audit activities.

The incumbent will coordinate with state and national systems, manage budgets and timesheets, and prepare reports for leadership. A strong background in NIBRS and records management is required.

Qualifications

• High school diploma or GED.
• Must be 21 years of age.
• Five years of related experience in police operations or police records including experience in NIBRS and Records Management Systems AND three years of supervisory experience; OR an equivalent combination of education, training, and experience.
• An Associate’s Degree in Criminal Justice, Business Management, or a closely related field is preferred.

Responsibilities

• Plan, supervise, and review activities of the Records and Property Divisions.
• Respond to Public Disclosure Requests and ensure timely responses.
• Coordinate state and national software systems handling warrants, protection orders, etc.
• Manage Public Disclosure Requests and ensure timely responses.
• Oversee timesheets, deposits, and budget-related tasks.
• Train personnel on legislative changes and software updates.
• Participate in selection and hiring processes; conduct annual evaluations.
• Prepare presentations and reports for division/ staff meetings.
• Respond to media inquiries and coordinate with investigators/PIO.
• Ensure monthly data reporting and audits for records and property.

Skills

Leading and mentoring

Organizing and prioritizing tasks

Public communications

Training personnel

Policy and compliance

Education

Associate’s Degree preferred

Tools

Records Management Systems

NIBRS knowledge

Job description

Under limited supervision and working under the direction of a Lieutenant, the Police Records Supervisor plans, supervises, and reviews all of the activities and personnel of the Records and Property Divisions of the Department. The position responds to, delegates, and monitors responses to Public Disclosure Requests and ensures compliance with all legally mandated time frames. Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Manages employees of the Records and Property Divisions; answers questions, schedules, plans, organizes, and directs; schedules and deploys personnel according to Division needs.
• Monitors flow of department records; develops, reviews, and adjusts records and property procedures to ensure compliance with state and federal requirements.
• Coordinates and administers state and national software systems that hold warrants, protection orders, stolen items, public disclosure requests, fingerprinting, etc.
• Manages Public Disclosure Requests, responds when appropriate, and ensures all requests are responded to in a timely manner.
• Oversees, reviews, and corrects all department timesheets and submits timesheets to finance; makes deposits of incoming funds to City Hall Finance Department.
• Trains and coordinates the training for personnel on legislative changes, new software, or updates to existing procedures; attends regular training to keep abreast of laws related to public disclosure, gun laws, legislation pertinent to Records and Property Divisions.
• Participates in the selection and hiring process; trains personnel; reviews and evaluates Records/Property employees annually.
• Prepares for and attends division meetings and staff meetings; prepares presentations and information for various groups and audiences; reports on Division conditions and activities.
• Responds to daily media inquiries and coordinates responses with the Criminal Investigations Lieutenant or Department PIO.
• Conducts annual reporting of statistical information and ensures all required monthly data reporting occurs.
• Oversees audits for OJJ Detained Juveniles, state and national Criminal Justice Information entries, state public disclosure request reporting, semi-annual property room and any other records or property audit requirements.
• Manages compliance with state and federal databases and oversees related compliance audits.
• Re-backgrounds existing employees annually for criminal history and driving record.
• Helps prepare the Division budget and oversees expenditures; submits invoices for payment; determines equipment needs and orders items.
• Performs related duties as assigned.

Education, Training and Experience Guidelines

• High school diploma or GED.
• Must be 21 years of age.
• Five (5) years of related experience in police operations or police records including experience in National Incident-Based Reporting System (NIBRS) and Records Management Systems AND three (3) years of supervisory experience; OR an equivalent combination of education, training, and experience.
• An Associate’s Degree in Criminal Justice, Business Management, or a closely related field is preferred.

Knowledge of:

• Municipal, federal, and state laws around records retention and schedule.
• Laws related to Public Disclosure, firearm purchases and Concealed Pistol License, protection orders, property maintenance and disposal, and fiscal management.
• Budget preparation and monitoring.
• Timekeeping information relative to payroll.
• Supervisory and personnel management skills.
• General office policies, procedures, and equipment.
• Customer service principles, practices, and etiquette.
• State and national software systems related to police records.

Skill in:

• Leading, training, directing, and motivating employees.
• Developing and maintaining accurate records and filing systems.
• Interacting tactfully and professionally with City staff, outside agencies, and the public.
• Organizing and prioritizing tasks to meet deadlines.
• Completing multiple tasks simultaneously.
• Preparing clear and concise communications, reports, and documents.
• Analyzing complex problems of an emergency nature, thinking quickly, and acting calmly and effectively to work towards resolution.
• Establishing and maintaining cooperative working relationships.
• Communicating effectively verbally and in writing.
• Comprehending and communicating the Department’s policing philosophy.
• Maintaining confidentiality and privacy on all police information.

LICENSE AND CERTIFICATION REQUIREMENTS

• Must be able to successfully pass the Oral Civil Service Examination.
• Must be able to successfully pass the Background Investigation.
• Must be able to successfully pass the Polygraph Examination.
• CPR, First Aid, and AED Certification is required.
• Access II (State Database System) Certification is required within six (6) months of hire.

BENEFITS:

• Medical dental and Vision Insurances
• Life Insurance policy
• Employee Assistance Program
• Department of Retirement Systems Retirement Plan
• Paid vacation, holidays and sick leave
• Gym Membership reimbursement
• Deferred Compensation (voluntary)

The City of Mount Vernon provides and enforces a drug-free workplace and maintains a smoke free work environment. The City of Mount Vernon is an Equal Opportunity Employer.