Police Records Supervisor & Executive Assistant

City of Kelso; Kelso (WA); On-site; USD 65,000 - 90,000; Full time

Job summary

City of Kelso seeks a Records Supervisor-Executive Assistant to plan, direct and manage the clerical and records division of the Kelso Police Department, overseeing information systems and confidential files.

The role requires independent work under broad direction, strong knowledge of public records laws, data reporting (NIBRS), budget tracking, and coordination with other agencies; supervising three records staff and improving office processes is essential.

Qualifications

• Experience in public or private organizations demonstrating knowledge, skills, and abilities for records management and administrative support.
• Familiarity with Washington State laws relating to public records disclosure.
• Ability to operate office equipment and software including word processing, spreadsheets, databases, and presentations.

Responsibilities

• Plan, direct, and manage the clerical and records division staff of the Kelso Police Department.
• Coordinate training and evaluate Records Specialist staff on a regular basis.
• Schedule staff coverage in Records unit as needed.
• Organize and maintain confidential personnel files for the Chief of Police.
• Develop recommendations to improve office systems and procedures.
• Draft and review official correspondence from the Chief of Police to the public.
• Manage retention, maintenance, distribution, and disposition of all records.
• Generate queries and reports for NIBRS, monthly stats, and specialized topics.
• Attend meetings on behalf of the City as directed.
• Coordinate records with other agencies.
• Manage travel and department expenses for the Chief and staff.
• Liaise between the Police Department and internal City departments.
• Monitor the Police Department budget and process bills for payment.
• Oversee inventory control and purchasing for office forms, supplies, and equipment; update website content.

Skills

Staff supervision

Records management

Data analysis

Budget monitoring

Written and verbal communication

Customer service

Education

High School Diploma/GED or 4+ years experience in criminal justice/records information management

Tools

Spillman

ACCESS computer System

Police radio system

Website content management

Job description

City of Kelso seeks a Records Supervisor-Executive Assistant to plan, direct and manage the clerical and records division of the Kelso Police Department, overseeing information systems and confidential files.

The role requires independent work under broad direction, strong knowledge of public records laws, data reporting (NIBRS), budget tracking, and coordination with other agencies; supervising three records staff and improving office processes is essential.