Police Records Supervisor

Department: Odessa Police Department

Reports to: Lieutenant

Summary: Under basic supervision, supervises Odessa Police Department (OPD) Police Records Unit functions and staff; assures that records management policies and procedures are followed, that accuracy and security standards are met, and that administrative issues are properly addressed and resolved.

Essential Functions: As defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Using knowledge of OPD Police Records Unit (PRU) policies and procedures supervises clerks and OPD support functions; ensures that appropriate services are provided and work is performed in compliance with state laws, city policies, and OPD quality standards.
• Supervises, schedules, and trains staff; assigns work, conducts performance evaluations, and resolves personnel issues; reviews work performed and assures quality and timeliness standards are met.
• Meets regularly with staff to discuss and resolve technical issues, workload, accuracy issues, training, resource allocation, and records system integrity; monitors operations inspects work performed and develops recommendations for improving customer services and individual skills.
• Provides technical guidance and interprets policies and procedures governing the confidentiality requirements and release of police records and information; answers questions and resolves issues.
• Monitors Records Unit operations, assures that security protocols are followed, and all reports and paperwork are completed on time; updates, corrects, retrieves, and releases information according to procedures; reviews and releases edited OPD records information.
• Prepares Uniform Crime Reports and other summary, status, and financial reports as needed.
• Answers inquiries about PRU services and records; explains policies and procedures; provides information and assistance within the scope of authority; refers matters requiring legal interpretation to supervisor.
• Assists and coordinates with other federal, state, and local law enforcement organizations.
• Performs duties of PRU clerks as needed to meet workload demands.
• Maintains the absolute confidentiality of all records and information.
• Supports departmental operations with regular and timely attendance.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Minimum Qualifications:

Education, Training, and Experience Guidelines: High School Diploma or GED required. Prior supervisory experience in a paid position is required. Satisfactory results on a background investigation and polygraph are required. Experience in technical records management in a Texas law enforcement agency is preferred.

Knowledge of:

• Policies, rules, and regulations governing the conduct and safety of police records programs.
• Texas Computerized Criminal History System (CCH) quality and security standards for police records.
• Procedures for the management of official documents.
• Principles and practices of confidential records management and file maintenance.
• Business computers and specialized software applications for police records systems.
• Geography, roads, and landmarks of the City and surrounding areas.

Skill in:

• Supervising staff, delegating tasks and authority, and coaching to improve staff performance.
• Supervising the OPD records program and operations.
• Interpret and explain standards and protocols for the release of confidential information.
• Explaining federal and state rules, regulations, and City policies and procedures.
• Assessing and prioritizing multiple tasks, projects, and demands.
• Dealing tactfully and courteously with the public.
• Following and enforcing verbal and written instructions and procedures.
• Communicating effectively verbally and in writing.

License and certification requirements: The ability to acquire certification for access to the Texas Law Enforcement Telecommunications System (TLETS) from the Texas Department of Public Safety immediately upon hire is required; additional technical training and certifications may be required.

Physical demands and working environment: The work is generally performed in a standard office environment and requires the physical ability to perform common administrative tasks and operate office equipment. Hours and days are considered normal business hours on weekdays but may include occasional night or weekend work. The position requires the ability to comprehend and express information and ideas in oral and written forms.