JOB DESCRIPTION

 

JOB TITLE:  Records Supervisor

 

MAINTENANCE REVIEW DATE:  April 2001

 

ORG/POS #:  5600/2724

 

JOB OBJECTIVE:  To plan and direct the operations of the Records Section of the Little Rock Police Department, including the Telephone Report Unit (TRU), Uniform Crime Report (UCR) services, and computerized filing and imaging systems.

 

ACCOUNTABILITY:  Receives general direction from the Police Captain (Records and Support).

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Plans and directs the operations of the Records Section of the Little Rock Police Department, including the Telephone Report Unit, Uniform Crime Report (UCR) services, and computerized filing and imaging systems.

 

2.         Reviews completed reports for accuracy and approves information to be entered into the Police computer terminal; supervises the entry of information; reviews entry problems and special requests.

 

3.         Ensures Uniform Crime Report (UCR) compliance with state, federal, and accreditation standards; monitors all Uniform Crime Report (UCR) codes on Part I and Part II (Offense) reports to ensure compliance with national standards; ensures the Monthly Uniform Crime Report is accurate and complete; responds to inquiries from Arkansas Crime Information Center (ACIC) personnel regarding UCR reporting.

 

4.         Directs, schedules, instructs, assigns, prioritizes and evaluates the work activities of assigned personnel; develops training materials for new and current employees; schedules and conducts training classes; maintains employee records and Workers' Compensation information; approves vacation, sick leave, and other leaves of absence for assigned personnel.

 

5.         Responds to system emergencies including those occurring on weekends and after hours; determines if emergency is due to operator error or if system maintenance is needed.

 

6.         Responds to telephone calls from citizens concerning record information and unusual personnel record requests.

 

7.         Monitors computer printouts to determine efficiency and productivity results; completes productivity reports and reviews performance records with each employee to ensure they meet established work standards.

 

8.         Supervises provision of requested information under Arkansas Freedom of Information Act (FOIA) to ensure compliance with requests.

 

9.         Provides information for modifications to court dockets to requiring parties.

 

10.       Writes bid specifications and agreements for contracted work.

 

JOB TITLE:  Records Supervisor

JOB DESCRIPTION - CONTINUED

 

 

11.       Provides information to and makes request of the Department of Information Technology on software developments and application to operation; recommends changes as needed.

 

12.       Operates a microcomputer, utilizing spreadsheet and word processing software to generate correspondence, memoranda, and reports.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Develops and implements policies and procedures to ensure the maintenance of computerized and hard-copy record keeping systems and files and the timely preparation and entry of reports.

 

2.         Ensures bundling and distribution of reports to requiring parties.

 

3.         Develops and administers training programs regarding the Records Section for Police Department personnel.

 

4.         Reviews daily revenue reports and ensures the preparation of daily bank deposits; reviews monies submitted for large orders.

 

5.         Conducts research, analyzes data, and compiles monthly, quarterly, annual, and special narrative and statistical reports providing conclusions and recommendations.

 

6.         Prepares tentative annual budget figures for the Records Section, with justification for major changes and purchases; ensures expenditures do not exceed allocated budget.

 

7.         Requisitions office supplies, materials and services for the maintenance and repair of office equipment; approves purchase requisitions in compliance with budget and procedural constraints.

 

8.         Performs monthly maintenance on Minolta Optical Disk system computerized files and records.

 

9.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

Provides immediate supervision to Data Entry Clerks, Office Assistants II, and Report Clerks; provides general supervision to the Assistant Records Supervisor.

JOB SPECIFICATION

RECORDS SUPERVISOR

 

 

GENERAL STATEMENT OF DUTIES:  Performs work of average difficulty in planning and directing the operations of the Records Section of the Little Rock Police Department, including the Telephone Report Unit (TRU), Uniform Crime Report (UCR) services, and computerized filing and imaging systems.

 

MAINTENANCE REVIEW DATE:  April 2001

 

EXAMPLES OF WORK:  (Illustrative)

 

Plans and directs the operations of the Records Section of the Little Rock Police Department, including the Telephone Report Unit, Uniform Crime Report (UCR) services, and computerized filing and imaging systems.

 

Reviews completed reports for accuracy and approves information to be entered into the Police computer terminal; supervises the entry of information; reviews entry problems and special requests.

 

Ensures Uniform Crime Report (UCR) compliance with state, federal, and accreditation standards; monitors all Uniform Crime Report (UCR) codes on Part I and Part II (Offense) reports to ensure compliance with national standards; ensures the Monthly Uniform Crime Report is accurate and complete; responds to inquiries from Arkansas Crime Information Center (ACIC) personnel regarding UCR reporting.

 

Directs, schedules, instructs, assigns, prioritizes and evaluates the work activities of assigned personnel; develops training materials for new and current employees; schedules and conducts training classes; maintains employee records and Workers' Compensation information; approves vacation, sick leave, and other leaves of absence for assigned personnel.

 

Responds to system emergencies including those occurring on weekends and after hours; determines if emergency is due to operator error or if system maintenance is needed.

 

Responds to telephone calls from citizens concerning record information and unusual personnel record requests.

 

Monitors computer printouts to determine efficiency and productivity results; completes productivity reports and reviews performance records with each employee to ensure they meet established work standards.

 

Supervises provision of requested information under Arkansas Freedom of Information Act (FOIA) to ensure compliance with requests.

 

Provides information for modifications to court dockets to requiring parties.

 

Writes bid specifications and agreements for contracted work.

 

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

 

Considerable knowledge of standard office practices and procedures.

 

Considerable knowledge of hard copy and computer filing and record-keeping systems.

 

Considerable knowledge of English grammar, and syntax.

JOB TITLE:  Records Supervisor

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Good knowledge of budget processes.

 

Good knowledge of computer fundamentals and business software, including spreadsheet and word processing software.

 

Good knowledge of research methods and techniques.

 

Some knowledge of descriptive statistics.

 

Skill in the operation of microcomputer, utilizing spreadsheet and word processing software.

 

Skill in the operation of a computer terminal.

 

Skill in the operation of a typewriter.

 

Skill in the operation of a records imaging system.

 

Ability to develop policies and procedures.

 

Ability to maintain an inventory of office supplies.

 

Ability to determine annual budget requirements and monitor budget expenditures for budgetary compliance.

 

Ability to review purchase requisitions for compliance with budget constraints.

 

Ability to provide assistance with the development of bid specifications and agreements.

 

Ability to establish and maintain hard copy and computer filing and record-keeping systems.

 

Ability to perform mathematical calculations.

 

Ability to conduct research and analyze and compile data.

 

Ability to prepare narrative and statistical reports.

 

Ability to collect and balance money.

 

Ability to compute fees and charges.

 

Ability to plan and direct the work activities and monitor performance of assigned personnel.

 

Ability to communicate effectively, both orally, with individuals and groups, and in writing.

 

ACCEPTABLE EXPERIENCE AND TRAINING:

 

Completion of two (2) years of vocational-technical school coursework in office administration, or a related area; at least two (2) years of experience in office administration or in an advanced clerical position; at least two (2) years of supervisory experience; OR any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

JOB TITLE:  Records Supervisor

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PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

                                                                                                                                                        YES                                                                            NO

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                                                                                                        YES                                                                            NO