City of Torrance Class Code: 1124	October, 1990 (Revised)
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Police Records Supervisor

Definition

Under direction, coordinates the daily operations and supervises a shift of clerical personnel within the Records Division of the Police Department. Performs related work as required.

Distinguishing Characteristics

Distinguished from Secretary in that incumbent does not routinely perform specialized clerical tasks. Distinguished from Records Management Coordinator in that the Records Management Coordinator is not responsible for records pertaining to criminal justice activities.

Examples Of Duties

Plans, organizes, and supervises clerical operation of the Records Division relative to coding, data entry, maintenance, retrieval, purging, sealing, microfilming and storing of police records and reports such as crime, arrest, fingerprint, and accident reports;

ensures proper operation of a computerized system of wants and warrants;

makes recommendations for recordkeeping policies, procedures and systems to improve operations and ensure compliance with new and existing laws;

trains staff on proper systems and procedures to ensure compliance with laws, court decisions, rules and regulations relating to the use and confidentiality of police records;

approves release or inspection of police reports and monitors collection of fees at public counter;

responds to non-routine questions and information requests;

compiles or verifies statistical information/reports generated from computerized system;

complies with court orders for subpoenaed records;

provides assistance to police administrators on special projects by gathering and formatting information;

tests and monitors automated recordkeeping programs to ensure accuracy;

assigns, schedules and monitors work;

evaluates employees.

Minimum Qualifications

Knowledge of:

Supervisory principles and practices;

Office practices, procedures, and clerical techniques involved in classifying, indexing, processing, filing, retrieving, and controlling a large volume of records and reports;

State mandated file purging requirements relative to police records;

Laws pertaining to privacy and security of criminal history records and laws governing the release of crime report information under the Public Records Act to specific public agencies and the general public;

Uses of automated data or word processing equipment utilized in records systems.

Desirable To Have A Working Knowledge Of:

Department of Justice automated files including: Automated Fire Arm Systems; Stolen Vehicle Files; Stolen Property file; Criminal Offender Files; Wanted Persons Files; County-wide warrant system; and NCIC records.

California State Codes including: Evidence; Civil Procedure; Vehicles; and Penal.

Court decisions relative to police recordkeeping requirements.

Ability to:

Supervise the work of subordinate staff including coordinating, assigning, monitoring and evaluating work, hiring and training, counseling and disciplining staff and processing grievances;

Develop office procedures and forms used in manual or automated recordkeeping systems;

Understand and carry out complex assignments from oral and written directions;

Establish and maintain effective and cooperative working relationships with the public and coworkers.

License Required

A valid Class C California Driver's License.

Experience

Three years experience in a police records operation. One year in a lead or supervisory capacity is desirable.

Education

No specific minimum required. Coursework in records management, office management and/or supervision is desirable.