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

Under general direction, the Records Supervisor-Executive Assistant plans, directs and manages the clerical and records division staff of the Kelso Police Department in the operation and maintenance of law enforcement information and records systems. The position is expected to: (a) perform a varied range of clerical and specialized activities of a moderately difficult to complex nature, including tasks unique to the Captain and Chief of Police; (b) work from general directions within a broad scope; and (c) exercise judgment and initiative when performing duties that measurably impact program success.

• Responsible for difficult, complex, and routine clerical and/or administrative support duties.
• Manage administrative projects and programs as directed by the Chief of Police in coordination with consultants and vendors.
• Coordinate training, monitoring and evaluating Records Specialist staff on a regular basis.
• Responsible for scheduling and providing staff coverage in Records unit as needed.
• Organize, maintain and update personnel and other files of a confidential nature for the Chief of Police.
• Involved in administrative problem solving and providing recommendations for the improvement of office systems and/or procedures.
• Draft and review official correspondence from the Chief of Police to the public.
• Manage the retention, maintenance, distribution and disposition of all records.
• Conduct research and perform analysis on assigned policy areas, and prepare recommendations for consideration by the management team.
• Responsible for the accuracy of entries into the Spillman records system for NIBRS.
• Generate queries to provide data needed for a monthly NIBRS report and departmental statistics, as well as specialized reports pertaining to arsons, assaults on officers, hate crimes and traffic safety restraint violations.
• Attend governmental, business, and community meetings on behalf of the City as directed.
• Coordinate the records function with other agencies.
• Manage schedules, make travel arrangements, and process department expenses for the Chief of Police and department personnel.
• Act as the liaison between the Police Department and other internal City departments as directed.
• Monitor Police Department budget as well as prepare and submit departmental bills for payment to the Finance Department.
• Acts as inventory control and purchasing agent for the department's office forms, supplies, and equipment. Review and update content on the Police Department website.
• Keep Chief of Police/Captain informed of department activities.
• Perform other duties as assigned by the Chief of Police and/or Captain.

EDUCATION

• High School Diploma/GED or a minimum four years experience in criminal justice and/or records information management

EXPERIENCE

• Any combination of education, work, or internship experience in public or private organizations that demonstrate attainment of the necessary Knowledge, Skills, and Abilities provided within the position description.

DESIRED QUALIFICATIONS

• Experience with federal grant writing applications. Knowledge of federal grant requirements, application guidelines and processes.

TYPICAL QUALIFICATIONS

• Work independently under broad direction and goals.
• Knowledge of principles and practices of advanced municipal administrative support, research, surveys, and office practices and procedures.
• Familiarity with applicable Washington State laws and regulations related to public records disclosure.
• Regulate records to ensure compliance with State and Federal laws, codes and regulations pertaining to dissemination and release of records.
• Customer services concepts and principles.
• Effectively communicate in written and verbal forms.
• Ability to maintain professional demeanor when dealing with the public.
• Direct, organize, and coordinate multiple projects and activities.
• Gather, interpret and understand a variety of documents such as records, policy and procedure manuals.
• Gather, interpret, and present a variety of data and information.
• Record keeping and file preparation/organization.
• Establish and maintain effective working relationships with internal support units, vendors, and citizens.
• Resolve conflicts and issues with staff, public and other stakeholders appropriately and efficiently.
• Plan and organize daily activities and duties.
• Ability to operate office systems including: Photocopier, telephone, ACCESS computer System and police radio system.
• Must become ACCESS II certified and qualified upon employment and function as the department's Terminal Access Coordinator (TAC).
• Operating office computer software including word processing, spreadsheet, database, and presentation programs.

SPECIAL REQUIREMENTS

• Successfully pass a modified background investigation.
• Occasional lifting of up to 25 pounds of supplies and equipment
• Possess a valid Washington State driver license.

SUPERVISION

• This position supervises three police records staff.