Job Details

Records Administrative Coordinator

The Police Department is currently seeking a qualified and motivated individual to fill the position of Records Administrative Coordinator. Under general supervision, this non-sworn position provides technical and critical support to the Records Supervisor by coordinating and assisting in the daily operations of the Records Division. This role involves performing complex and specialized administrative duties related to police records management. The Records Administrative Coordinator also serves as a working lead, overseeing and guiding clerical staff by assigning and reviewing work to ensure accuracy, efficiency, and compliance with departmental procedures. Responsibilities of the position are centered on contact with the Records Supervisor, sworn and non-sworn staff, and the public, in person and over the telephone. Successful performance of the work includes ensuring that police records are prepared, filed, maintained, and distributed according to policies, procedures, and regulations of the department and a variety of state and federal criminal justice agencies.

The ideal candidate understands and interprets instructions, rules, regulations and laws pertaining to the handling and maintaining of law enforcement records. Performs responsible and confidential support work within a police department involving the use of independent judgment. Experience with the process of releasing police records. Knowledge of the California Public Records Act. Handles, organizes and prioritizes multiple work requests under pressure with frequent interruption. Operates standard office equipment and specialized automated law enforcement information systems. Works independently and use good judgment when applying applicable laws, codes and regulations. Communicates clearly and concisely, both orally and in writing. Establishes and maintain effective working relationships.

Supervision received and exercised: Receives general supervision from assigned Department Director or Division Manager. Provides supervision to assigned administrative support staff.

Class characteristics: This class is the first supervisory level in the administrative support classification series. Assignments in this class include organizing and overseeing program or office administration, management support, the development and implementation of policies and procedures, and special projects and duties related to the assigned department as well as supervising staff. The work requires frequent contact with the public, as well as performing various research and administrative support functions. Responsibilities require the exercise of independent judgment, technical knowledge of the division or program where assigned and of overall City activities. This class is distinguished from the Administrative Analyst in that the latter is a professional level classification, requiring the equivalent of a four-year degree and regularly researches and analyzes practices and procedures in order to develop recommendations for organizational, operational, policy, and procedural improvements.

Typical duties include overseeing and ensuring that the office administrative functions of the organizational unit to which assigned are effectively carried out. Entering and maintaining accurate data and information into the California Law Enforcement Telecommunication System (CLETS) including stolen vehicles, missing persons, warrants, and lost/stolen property. Overseeing and ensuring timely processing of police reports, citations, CLETS entries, Public Records Requests and other related documents. Participating in scheduling coordination, including communicating coverage needs, reviewing time-off requests for impact, and suggesting solutions to meet minimum staffing levels. Processing and distributing crime, incident, arrest and accident reports to the general public and various agencies. Compiling monthly crime stats. Performing difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills, and a detailed knowledge of the activities and procedures specific to the department or unit to which assigned. Evaluating the operations and activities of the office; recommending improvements and modifications; preparing various reports on operations and activities; considering resource availability; negotiating timelines as needed. May supervise staff, including determining workloads and schedules, evaluating staff performance, providing training and making hiring, promotion and disciplinary recommendations. Assisting in the preparation of the annual budget for the assigned organizational area, including compiling data, making revenue projections and recommending service levels and enhancements; monitoring and tracking expenditures, ensuring the department remains within approved budget allocations. Attending to a variety of administrative details such as keeping informed of departmental/division activities, transmitting information, developing, implementing and interpreting policies and procedures and monitoring day to day operations of the functional area to which assigned. Performing a variety of administrative support duties such as negotiating pricing agreements with vendors for equipment, supplies, printing services and office equipment maintenance under established guidelines; processing bills and invoices for payment; preparing and transmitting a variety of financial documents and maintaining records of financial transactions; may oversee the collection and record keeping of and/or collect and account for fees and other monies collected. Providing technical assistance to staff on operational issues such as personnel policies, purchasing, record keeping, training, risk management and contract administration. Performing project research and report preparation related to the activities of the organizational unit to which assigned; may prepare and update a variety of periodic and special narrative, accounting, database and statistical reports. Representing the office at meetings as assigned; acts as liaison between the department director and other staff or the public, coordinating resolutions to problems when appropriate. Receiving and screening visitors and telephone calls requiring the use of judgment and the interpretation of policies, rules, procedures and ordinances. Preparing correspondence, reports, forms, vouchers, work orders, and specialized documents related to the organizational unit to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling. Performing other duties of a similar nature or level.

Knowledge of: Standard office administrative practices and procedures; Records Management Systems; California Law Enforcement Telecommunications System; codes, policies, regulations and procedures related to the department to which assigned; California Public Records Act and California Government Codes; principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures; basic principles and practices of public agency budget administration; organization and function of public agencies, including the role of an elected City Council and appointed committees and task forces; applicable policies, technical processes, and procedures related to department operations and services; principles and practices of data collection and report preparation; computer applications related to the work, including word processing, web administration, database, and spreadsheet applications; business arithmetic, financial, and statistical techniques; record keeping principles and procedures; English usage, grammar, spelling, vocabulary, and punctuation; and techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff, in person and over the telephone. Ability to: Successfully complete a Peace Officer Standards and Training (POST) Certified Civilian Supervisory Course; plan, organize, administer, coordinate, review, evaluate and personally participate in comprehensive administrative support services; supervise, select, train, motivate, and evaluate the work of administrative staff; interpret, apply, explain, and ensure compliance with applicable Federal, State and local policies, procedures, laws, and regulations; perform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment; interpret and implement policies, procedures and computer applications related to the department or organizational unit to which assigned; analyze and resolve office administrative and procedural problems; perform basic research and prepare reports and recommendations; oversee projects or programs and/or monitor the work of staff; establish and maintain a variety of filing, record keeping, and tracking systems; organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines; operate modern office equipment including computer equipment and specialized software applications programs; use English effectively to communicate in person, over the telephone, and in writing; use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations; and establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Minimum qualifications: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Education equivalent to completion of two years of college-level coursework in business or a field related to the work. AND Three (3) years of office administrative or lead experience in the area of assignment. Licenses and certifications: Specified positions may require possession and maintenance of a valid California driver's license and a satisfactory driving record. A valid California Driver's License is not a requirement for this position. However, persons hired into this class who intend to drive their personal vehicle and/or a City vehicle as part of their job duties will be required to possess a valid California Driver's License; alternatively, persons hired into this class could use alternative means of transportation as part of their job duties.

Desirable certifications: The person hired for this position will be required to possess or obtain the POST Basic Records-40-hour training course. Desirable qualifications: Minimum of (3) years of police records experience - working in a Law Enforcement Field within a Records Division/Unit. Experience serving in a leadership or supervisor role. Public Records Act (PRA) training or equivalent experience.

Physical demands: Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. Environmental elements: Employees work in an office environment with moderate noise levels, controlled