Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Supervise and coordinate the collection, retention and dissemination of police records and reports; coordinate crime analysis functions including resource allocation and investigative work; serve as system administrator for the department electronic database management system; and provide highly responsible and complex staff assistance to assigned Commander.
JOB CLASSIFICATION
Exempt, Non-Safety Sensitive.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from assigned Commander.
Exercises direct supervision over technical and clerical staff.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Coordinate the organization, staffing and operational activities for the collection, retention and dissemination of police records and reports.
2. Participate in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures.
3. Identify opportunities for improving service delivery methods and procedures; identify resource needs; review with appropriate management staff; implement improvements.
4. Direct, coordinate and review the work plan for assigned records retention, collection and dissemination services and activities; assign work activities and projects; monitor work flow; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems.
5. Serve as the system administrator for the electronic database management system.
6. Develop, design and continuously update communication through newsletters and other electronic media.
7. Coordinate, train and provide support to all existing and new department personnel in the records management system, County records system and mug shot system.
8. Research, analyze and prepare reports on crime activity trends; perform computer analysis of activity in specific areas for problems related to citizen requests, schools, neighborhood watch groups and other inquiries.
9. Monitor and maintain knowledge and understanding of existing laws relative to criminal histories and official records handling.
10. Select, train, motivate and evaluate technical personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.
11. Participate in the development and administration of the assigned budget; participate in the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement adjustments.
12. Provide staff assistance to assigned Commander; participate on a variety of committees; prepare and present staff reports and other correspondence as appropriate and necessary.
13. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of police records retention and dissemination.
QUALIFICATIONS
Knowledge of:
Operational characteristics, services and activities of a police records management program.
Modern and complex principles and practices of police records retention and disposition.
Applicable laws governing the retention and dissemination of police reports and records.
Methods and techniques of system maintenance including configuration and enhancements.
Principles and practices of crime analysis.
Principles of municipal budget preparation and administration.
Principles of supervision, training and performance evaluation.
Pertinent Federal, State and local laws, codes and regulations.
Ability to:
Supervise, direct and coordinate the work of lower level staff.
Select, supervise, train and evaluate staff.
Interpret and explain police records retention and dissemination policies and procedures.
Prepare clear and concise administrative reports.
Research, analyze and evaluate new service delivery methods and techniques.
Analyze and plan for resources, materials and equipment needs for multiple vocations.
Conduct various computerized analyses, summarize data and prepare reports.
Comply with Payment Card Industry (PCI) standards for handling and securing payment card information.
Use existing internal and external computer technologies for statistics, research and resource management decisions.
Interpret and apply Federal, State and local policies, laws and regulations.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Experience and Training Guidelines
Minimum Requirements:
Experience:
Four years of increasingly responsible police records management or administrative support experience including one year of supervisory responsibility.
Training:
Equivalent to a Bachelors degree from an accredited college or university with major course work in business administration, public administration or a related field.
Other combinations of experience and education that meet the minimum requirements may be substituted.
License or Certificate
City of Grand Junction Leadership Track certification within two (2) years of appointment.
WORKING CONDITIONS
Environmental Conditions:
The classification is performed in the following working environment:
Office environment.
Physical Conditions:
The job is characterized by:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The following physical activities are very or extremely important in accomplishing the classification’s purpose and are performed on a daily basis:
While performing the duties of this job, the employee is regularly required to sit, walk, stoop, kneel, twist, demonstrate manual dexterity, grasp, talk, hear, and see. The employee sometimes is required to stand and reach. The employee is also required to perform light lifting.