Job Description

Records Management Supervisor

Join the City of Maple Grove's Police Department as a Records Management Supervisor! In this role, you will be responsible for the direct supervision of the Police Records Management Unit in the police department. Provides direction and monitors workflow functions; leads and participates in providing experienced clerical and technical assistance to police department employees; coordinates all activities in the Records unit including processing officer reports, entering and retrieving data in secure computer databases; performs records research, and provides information to the public within scope of authority. If you're committed to excellent public service and want to contribute to community outreach initiatives, we encourage you to apply! The City of Maple Grove provides competitive salaries along with exceptional medical and dental benefits, generous sick and vacation time, and a state-operated pension plan to ensure your long-term success. Join us today and become a vital member of our team, committed to delivering unforgettable experiences for our residents!

Hiring Timeline *Subject to change*

Application window closes- June 2 at 4:30 PM

First round interviews- June 8

Final round interviews - June 15

Council approval - July

Candidate estimate start date- Late July

Pre-employment requirements: This position will require completing a reference check and BCA background check.

Responsibilities

• Supervises the operation of the Record Management Unit staff; develops procedures and guidelines for staff; assigns tasks and organizes workload; trains new and current employees; assists in developing and ongoing training for the Records Management staff; and completes performance reviews of Record Management staff.
• Oversee scheduling and staffing, manage disciplinary issues and performance related concerns.
• Notify and participate in the recruitment and selection process to fill open vacancies within Records Unit.
• Coordinates preparation of data with staff and reviews law enforcement classification coding to ensure accuracy.
• Oversee the resolution of conflicts and external complaints, with escalation to the Administrative Support Manager as appropriate.
• Performs the duties of the Assistant Terminal Agency Coordinator (TAC). Coordinate and ensure accuracy of CJRS information including coding offense reports, criminal histories, NCIC hot files and validation reports; ensure compliance with CJRS rules for training and entry.
• Oversee the suspense and expungement file process.
• Prepares, types, edits and proofreads a variety of documents including general correspondence, reports, memorandums, minutes, statements, etc.; takes dictation and prepares letters, memos and other correspondence.
• Reviews data and reports for appearance and processing errors before distribution to users.
• Audits reports for completeness and accuracy.
• Collects information from predetermined sources for reports, studies, etc.
• Monitors and purges department files and records in accordance with applicable legal regulations and local retention schedules.
• Coordinates efforts to ensure the City of Maple Grove is an equitable, inclusive, and respectful organization and supports the City's mission, vision, and core values.
• Demonstrates ability to understand and respect the diversity of customers and co-workers, effectively communicating with individuals whose first language may be one other than English.
• Perform other related duties and responsibilities as requested.

Knowledge of:

• Methods, principles, and practices of modern law enforcement.
• Federal and State Data Privacy laws and related department policies.
• Operations and activities of the Police Department.
• Procedures of records processing and maintenance of law enforcement agency records.
• Business letter writing and basic report preparation techniques.
• Modern office procedures, methods and equipment, including a computer.
• Operational procedures of police records computer system.
• English usage, spelling, grammar, and punctuation.
• Understand the organization and operations of the City.
• Principles of lead supervision and training.

Ability to:

• Lead, organize, and review the work of records unit staff.
• Communicate clearly and concisely, both orally and in writing.
• Independently perform the most difficult work related to the area of work assigned including technical and administrative duties.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Maintain confidentiality of information.
• Use word processing, spreadsheet, database, and other departmental software.
• Interpret and explain departmental policies and procedures.
• Maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, and operating assigned equipment.
• Maintain mental capacity that permits making sound decisions, using good judgement, and demonstrating intellectual capabilities.

Qualifications

An equivalent combination of education and experience closely related to the duties of the position MAY be considered.

Need to have:

• Associate's degree in business administration, law enforcement, or a related field or equivalent education and training.
• Three years of increasingly responsible administrative experience, office support, customer service and data entry experience.
• Possession of or ability to obtain Minnesota Bureau of Criminal Apprehension (BCA) Terminal Operator Certification within six months from date of hire.

Nice to have:

• Prior supervisory experience.
• Prior experience working within a law enforcement agency.
• Knowledge of the Minnesota Data Practices and the Freedom of Information Act.
• Two years' experience with various law enforcement related records systems including CJIS, NIBIRS and MNJIS.

Supplemental Information

Working Conditions Environmental Conditions: Office environment; exposure to computer screens; working closely with others. Exposure to law enforcement sensitive and potentially graphic or offensive material.

Physical Conditions: Essential and other important responsibilities and duties require maintaining physical condition necessary for sitting for prolonged periods of time; general manual dexterity; adequate hearing, vision, and speech required; must be able to operate assigned equipment.

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