Police Records Supervisor

City of Tumwater; Tumwater (WA); On-site; USD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking a Police Records Supervisor to oversee the management and compliance of police records systems. This pivotal role ensures accurate maintenance and secure storage of records while adhering to state laws and public disclosure regulations. The Supervisor will lead a dedicated team, implement process improvements, and collaborate with management to enhance operational objectives. The position offers a unique opportunity to contribute to the efficiency of public safety operations in a supportive and professional environment. If you have a passion for administrative excellence and public service, this role is for you.

Qualifications

• Extensive knowledge of office management principles and recordkeeping systems.
• Expertise in modern office technology and administrative operations.
• Proven experience in administrative support, preferably in public safety.

Responsibilities

• Oversees management and compliance of police records systems.
• Supervises administrative staff and establishes records procedures.
• Collaborates with management to align records practices with goals.

Skills

Office Management Principles

Verbal and Written Communication

Analytical Problem-Solving

Organizational Skills

Microsoft Office Suite

Database Management Systems

Supervisory Skills

Education

Associate Degree in Business Administration

Tools

Microsoft Office Suite

Budgeting Software

Database Management Systems

Job description

This job posting is exclusively for internal candidates. Applicants should attach a letter of interest outlining their qualifications.

The Police Records Supervisor is responsible for the oversight, management, and compliance of the Police Department’s records systems. This position ensures that all records are accurately maintained, securely stored, and disclosed in accordance with applicable state laws and public disclosure regulations. The Supervisor provides direct supervision to administrative staff, establishes and enforces records procedures and standards, and serves as a key partner to the Police Administrative Manager in advancing the department’s operational objectives and strategic initiatives.

• Directs, supervises, and supports all operations within the Police Department Records Unit.
• Oversees the intake, classification, storage, retention, and authorized destruction or release of police records in compliance with applicable laws.
• Provides department-wide guidance on records retention and public disclosure processes and requirements, and applicable local ordinances.
• Collaborates with the Police Administrative Manager to align records practices with department goals, monitors performance, and ensure continual process improvement.
• Prepares law enforcement records for public disclosure, ensuring compliance with complex legal frameworks and applying sound judgment on sensitive and exempt information.
• Supervises and evaluates administrative staff, including scheduling, performance reviews, discipline, coaching, and professional development.
• Develops, updates, and implements internal policies, procedures, and training programs for records management and administrative operations.
• Recommends and implements technological improvements and processes related to digital records systems, software upgrades, and process automation.
• Provides the Department with recommendations about law enforcement records management and records dissemination based on industry standards and practices along with state and federal requirements.
• Maintains quality assurance and legal compliance of records systems; monitors file integrity, access controls, and backup protocols.
• Ensures records and information systems are maintained in accordance with rules, regulations, space and other consideration; monitors and makes adjustments as necessary.
• Serves as a liaison for human resources and IT, coordinating onboarding and offboarding procedures for department personnel, including HR documentation, equipment issuance, and system access.

• Organizes staff support operations for timely and accurate completion of routine and specialized tasks; evaluates office functions; recommends and implements improvements to optimize efficiency.
• Coordinates records staff schedules, calendars, and priorities to ensure smooth operations.
• Administers executive-level administrative functions, including payroll audits, department-wide scheduling, and operational support functions.
• Responds to internal and external public inquiries, ensuring courteous, accurate, and timely responses to citizen complaints, service requests, permits, and other inquiries.
• Performs work on special projects as assigned.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Listed below are the knowledge, skills and abilities required for this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Extensive knowledge of office management principles, including scheduling, filing, and recordkeeping systems, as well as departmental and municipal administrative operations, policies, and procedures.
• Expertise in modern office technology, including the Microsoft Office Suite, budgeting software, and database management systems.
• Exceptional verbal and written communication skills, including the ability to draft, proofread, and edit complex documents, correspondence, and reports.
• Analytical and strategic problem-solving skills for diagnosing issues, developing innovative solutions, and implementing improvements to administrative procedures.
• Strong organizational skills, with the ability to prioritize and coordinate multiple projects, meet deadlines, and maintain high levels of accuracy and attention to detail.
• Capacity to work collaboratively with diverse groups, including citizens, municipal departments, external agencies, and community stakeholders, while maintaining professionalism in public settings.
• Adept at providing courteous and professional responses to public inquiries, complaints, and service requests.

• Ability to manage sensitive information with discretion and ensure compliance with confidentiality protocols.
• Flexibility to adapt to changing priorities, unexpected challenges, and diverse responsibilities while maintaining operational efficiency.
• Skilled at providing high-level administrative support to leadership, including schedule management, meeting coordination, and project oversight.

Minimum Qualifications:

• Associate degree in Business Administration or related field; equivalent work experience may be considered to satisfy this requirement.
• Proven experience in administrative support, preferably within a government or public safety setting.
• Strong supervisory, organizational, and problem-solving skills.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Excellent communication skills, both written and verbal.
• Ability to manage confidential information with discretion.

Qualifications:

• Training/Licenses/Certifications:A valid Washington state driver’s license is required. Must be able to be bonded.

Supplemental Information: None

Contacts: Citizens, City State, and other agency state representatives.

Working Conditions: Positions in this class perform work predominately under normal working conditions; extensive time working at a computer station is a regular part of the job. No heavy lifting without assistance is required.

Supervision:Supervision is received from the Police Administrative Manager by general review of the Records teamwork methods, completion of tasks and adherence to laws, policies and procedures.

Accountability:The Records Supervisor is accountable for ensuring the Police Department meets all applicable rules and regulations concerning records retention and public records requests, and that storage and retrieval systems meet the City and public needs.

Requirements: Work is often performed in an office setting. Specific physical requirements and typical working conditions for this position are on file in the Administrative Services Department.

The City of Tumwater is an Equal Opportunity Employer (EOE), committed to a diverse workforce. Women, minorities and people with disabilities are encouraged to apply.