Records Supervisor
: Job Details :

The Records Supervisor is a non-sworn classification employee, responsible for coordination and direction of the Records Section. The Records Supervisor is responsible for scheduling staff, evaluating performance of personnel, conducting quality control for NIBRS and CCIC/NCIC compliance, processeswritten reports, forms, and documents, verifying that all necessary information is included. Processes the release and redaction of reports and Body Worn Camera (BWC) in compliance with the Colorado Open Records Act and the Colorado Criminal Justice Records Act. Assist with the preparation of the annual budget. This position reports to the Administrative Commander and exercises independent judgment and initiative to ensure the efficient and effective operation of the records system. ESSENTIAL DUTIES AND RESPONSIBILITIES:The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The Town of Johnstown retains the right to modify or change the duties or essential functions of the job at any time.• Perform the essential duties of a Police Records Clerk including, but not limited to, records redaction and release, summons processing, and respond to requests from partner agencies and citizens. May occasionally complete telephone reports. • Plan, organize, assign and supervise the work of the Records Section in the performance of records management and retention functions.• Acts as the subject matter expert in the Colorado Criminal Justice Records Act (CCJRA) as they apply to the Records section and the police department and pass any Colorado Open Records Act (CORA) requests to the Town Clerk for processing. • May perform administrative functions such as monitoring budget and expenditures, assisting in budget preparations, purchasing of equipment and supplies, and other reporting as required in compliance with Town purchasing policy. • Develop, implement and modify clerical and informational systems and procedures to improve operations and ensure compliance with new and existing laws. • Apply laws, court decisions, rules and regulations regarding the use and confidentiality of police records and implement training and procedures to ensure compliance; approve release or inspection of police reports. • Controls the handling of special records such as sealed records, sex offender files, etc. • Assist in the preparation of the annual Police Department budget. • Supervise the records personnel in the processing and maintenance of police reports and records such as criminal, arrest and accident reports. • Investigation of personnel complaints in accordance with Police Department Policy. • Coach, mentor, and motivate any direct reports. • Work with other department personnel and the public in the use of the police records system. • Supervise, train, and evaluate the work of the employees of the records section. • Maintains employee management logs and progress reports; completes annual evaluations of direct reports. • Supervise the records functions of scanning documents and NIBRS entries. • Keeps the policies and procedures of the records department current and accurate. • Prepare statistical reports and annual departmental reports as requested. • Manage archive storage of records.• Responsible for making sure all data input in the computer is accurate for the monthly reporting of the National Incident Based Reporting System (NIBRS). • Schedules all training classes for officers and arranges for hotel and travel reservations.• Testify in court on record procedures.• Attend to customers in escalated situations. • Conduct special projects and assignments as required.• Support the selection of police personnel for hiring, reassignment, and promotions.KNOWLEDGE, SKILLS AND ABILITIES• Knowledge of Criminal Justice Information Act and Records Release.• Knowledge of modern law enforcement policies, procedures, tactics, and standards.• Possess the ability to perform under stringent productivity timelines and interact with the public.• Ability to review, analyze, synthesize and apply various criminal justice data by developing appropriate law enforcement response plans. • Ability to communicate complex concepts in simple terms to individuals and group audiences.• Exemplary writing skills to produce grammatically correct technical reports, persuasive articles, policies, or other professional documentation of a complex nature. • Respect for diversity and demonstrated ability to work well with a wide range of people. • Critical thinking skills• Knowledge of current technological capabilities and applications.• Ability to establish and maintain effective working relationships with other professionals, other organizations, and the general public, as well as effectively communicate with City Officials when needed.WORK ENVIRONMENT:• Work is generally performed in an office environment; 80% sitting, 10% walking, 10% standing.• Sit for extended periods of time in front of various computer workstations.• Employee may be asked to drive personal vehicle for business purposes• Employee is subject to working alone, and/or with groups and/or attends meetings. • The employee must occasionally lift and/or move more than 50 pounds. • Must be able to work in an indoor setting which is subject to continuous interruptions and background noises. OTHER REQUIREMENTS:• Ability to understand verbal information and instruction. Ability to exchange information with others and to develop and present recommendations.• Ability to translate verbal communication into effective written material, e.g. reports and other documents.• Ability to use mathematical reasoning is necessary to carry out regulatory requirements.• Ability to utilize memorization and analytical skills and apply results.• Ability to use and apply technology.• Ability to speak one or more foreign languages is helpful, particularly Spanish.• Controls personal emotional responses and acts appropriately under high levels of stressQUALIFICATION REQUIREMENTS:Minimum Education: High School diploma or equivalent. Bachelor's degree is desired. Job Requirements: A minimum of three (3) years' experience working in the records section in law enforcement or comparable or equivalent. One (1) to Three (3) years prior supervisor experience is desired. Ability to obtain and maintain the required CCIC/NCIC credentials and CJIS access. Special Training or Experience: Current CCRT (Colorado Certified Records Technician) Master certification is desired. Deadline to apply: November 24, 2024This position description is not intended to be an exclusive list of all the requirements, duties, tasks, roles or responsibilities associated with the position. Nothing in this position description restricts the Town's ability to assign, reassign, or eliminate duties and responsibilities at any time. The Town is an at-will employer, and Town employees may be separated from employment at any time at the discretion of management.The Town of Johnstown provides generous benefits including vacation, holiday, sick time, medical, dental, vision, life insurance, retirement plan contributions, and health savings accounts. Specific requirements are stated in the Employee Handbook and Benefits Booklet.Expected Hiring range: $28.74 - $34.49 / hourReasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions.