Police Records Supervisor

Job Description:

Police Records Supervisor

Description

THE POSITION

Please Note: a candidate must successfully pass a thorough background investigation, including a criminal history check for job-related convictions, fingerprinting, polygraph test, credit check, and a drug use history to be considered for this position.

To supervise and participate in the performance of the more difficult and complex police records preparation and maintenance work, and public contact work in receiving and taking reports on an assigned shift.

DISTINGUISHING CHARACTERISTICS

This is the first-line supervisory level in the Police Records Specialist series. The class of Police Records Supervisor is distinguished from Police Records Specialist III by the responsibility for the supervision of a group of records personnel on an assigned shift. Work at this level of the class requires an incumbent to exercise first-line supervisory authority including hiring, disciplining, counseling, evaluating performance and establishing work schedules to ensure the shift is adequately staffed on a regular basis. The Police Records Supervisor is distinguished from the higher level Senior Police Records Supervisor in that the latter exercises second-line supervisory authority, is responsible for overall operation of the police records function and participates in management, budget, systems development and testing, equipment procurement, procedures and policy development, interpretation and implementation functions.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by a Senior Police Records Supervisor or higher level management staff. Responsibilities include the direct and indirect supervision of subordinate staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

TYPICAL DUTIES

• Plan, assign, review and evaluate the work of a group of employees on an assigned shift.
  
• Lead, supervise, oversee and provide technical work direction and technical training to lower-level and new employees.
  
• Administer personnel transactions and functions for the assigned unit; maintain unit personnel files and other records.
  
• Recommend and implement informal and formal disciplinary actions.
  
• Ensure personnel understand and comply with the policies related to releasing records information.
  
• Assist higher-level supervisors and managers in defining problems, recommending solutions, and establishing procedures for problem areas.
  
• Develop and revise functional training material and conduct training courses.
  
• Assist with the development and revision of policies and procedures pertaining to records.
  
• Understand, efficiently use, and train subordinate staff how to use the various computerized police systems.
  
• Respond to complex, non-routine records functions inquiries and requests.
  
• Evaluate the work of subordinate staff to insure work standards are being met and to determine training needs.
  
• Coordinate and schedule adequate coverage for assigned shift, maintain attendance records, and monitor the use of paid overtime.
  
• Prepare performance evaluations, employee appraisals, and counseling for assigned subordinates.
  
• Research, compile, and analyze data for special projects, and collect and assemble date and background material for a variety of reports.
  
• Appear in court and testify when required.
  
• Test and evaluate records management software and software updates.
  
• Prepare the Monthly Uniform Crime Report and correct crime report errors to facilitate the accurate reporting.
  
• Administer computer system security for the Police Department.
  
• Provide department-wide training for the California Law Enforcement Telecommunications System (CLETS) and ensure the department meets state mandates for this system.
  
• Merge and separate persons in the records management system to ensure local criminal histories are accurately maintained.
  -Provide exceptional customer service to those contacted in the course of work.
  
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.
  

QUALIFICATIONS

Knowledge of:

• Principles of supervision and training.
  
• Knowledge of personnel leadership and performance evaluation techniques.
  
• English usage, spelling, grammar, and punctuation.
  
• Arithmetic, including percentages.
  
• Knowledge of computers and office-related software programs.
  
• Modern office practices, procedures, terminology, supplies, and equipment.
  
• Recordkeeping practices and procedures.
  
• Organization, procedures, and operating details of police agencies.
  
• Police terminology related to police records functions.
  
• Crimes and classifications codes.
  
• Laws, rules, and regulations pertaining to the submission, storage, retrieval, and release of police records information.
  
• Operation and interrelationship of the various automated police information systems.
  
• Labor agreements and their application.

Ability to:

• Operate office machines and equipment.
  
• Plan, assign, review, and supervise the work of subordinates.
  
• Communicate effectively, orally and in writing.
  
• Work cooperatively with other City employees and outside agencies.
  
• Understand, interpret, apply, implement, and explain laws, regulations, rules, policies, and procedures related to police records processing and retention.
  
• Revise and recommend work procedures and recordkeeping systems.
  
• Assemble and organize data in order to prepare reports.
  
• Exercise independent judgment and work with a minimum of supervision.

EXPERIENCE AND EDUCATION

Experience:

Four (4) years police related work experience with at least three (3) years performing the full range of journey-level police records preparation and maintenance duties and responsibilities..

PROBATIONARY PERIOD

Employees must complete nine (9) months of probation at a satisfactory performance level prior to gaining permanent status.

THE SELECTION PROCEDURE

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline ;

• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
  • If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on 40 hours per week (pro-rated if less than 40 hours/week).
  • If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
• If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline. Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C.
• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.

2. Training and Experience Test: (Weighted 100%) - The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:

• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
• A resume will not substitute for the information required in the T&E questions.

3. Eligibility: Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Police Records Supervisor examination.

4. Screening Committee: (Pass/Fail)- All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

5. Background Process:If considered for appointment, candidates must pass a background investigation, which includes a criminal history check, fingerprinting, polygraph test, credit check, and drug use history.

QUESTIONS:
For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment;
• Send an email to employment@cityofsacramento.org ; or
• Call the Human Resources Department at (916) 808-5726

Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information
Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

Closing Date/Time: 2/8/2026 11:59 PM Pacific

Salary:

$61,942.19 - $87,158.88 Annually