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City of Georgetown
JOB DESCRIPTION
Job Title: Police Records Supervisor Effective Date: 10/01/2012
FLSA Category: Non-exempt Revision Date: 05/27/2014
SUMMARY: Oversees and manages the activities and staff of the Records Division of the Police Department.
ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of
the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties
performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable
accommodations will be made as required. The job description does not constitute an employment agreement and is
subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to,
the following:
Ensure the integrity and confidentiality of information obtained through paper documents, electronic format or any
other type of media.
Verify the Uniform Crime Reports (UCR) / IBR reports are submitted electronically on a monthly basis; compile
monthly reports to assure the IBR guidelines have been met.
Oversee work activities to ensure compliance with establish policies and procedures.
Manage the maintenance, protection, retention, retrieval and destruction of all police records; oversee the
destruction of records.
Recommend for hire, develop staff through review of performance data, conferences, training, and counseling for
work staff Verify employee’s time sheets are completed and turned in a timely manner.
Interview, select and train VIPS volunteers.
Process public information requests; assist legal with research, gather and attach information regarding that
request for legal to access electronically.
Accept subpoenas for custodian of records, gather and compile documents requested.
Verify warrant information entered is accurate in OSSI Warrant module; confirm status is updated on served
warrants.
Assure appropriate school officials, DPS, and Juvenile courts receive Juvenile Information according to Family
Code Sec 58.
Receive and process court orders of expunctions according to criminal code of procedure Chapter 55, Article 55.
Search databases in order to identify any type of criminal activity and/or to compile statistical reports as needed.
Perform end of monthly audit on cash collections.
Provide Spanish Translation.
Perform other duties as required.
MINIMUM QUALIFICATIONS:
Education, training and Experience Guidelines
High school diploma or equivalent. Three years of full-time work experience that included elements of records retention
and retrieval. One year of the required experience must have been in a lead or supervisory capacity.
One year (30 semester hours) additional education from an accredited college or university may be substituted for one
year of the required experience with a maximum substitution of 2 years.
Knowledge of:
Police records operations, state statutes, state retention schedule and general office procedures.
UCR/IBR procedures, police department standard operating procedures, TCIC/NCIC procedures
Supervisory and leadership principles and practices.
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Skill in:
Operating standard office equipment.
Operating a computer and various software programs.
Accurately typing 50 words per minute.
Maintaining accurate records.
Communicating effectively, both orally and in writing.
Establishing and maintaining effective working relationships.
Reading police reports and instruction manuals for data entry.
Writing reports and correspondence using correct business English.
Performing basic mathematical calculations.
Understanding information in records and compiling data into concise coherent reports.
Developing and maintaining logical filing systems.
Adapting quickly to changing priorities.
LICENSES AND CERTIFICATION REQUIREMENTS
NIBRS/FBI Incident Report Training – DPS or must attend within 6 months of employment
Public Information Request Training – Attorney General Office or must attend within 6 months of employment
TCIC/NCIC Certification- DPS or must obtain within 6 months of employment
Records Management Training - Texas State Library and Archives Commission must attend within 6 months of
employment.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Standing, sitting, walking, lifting, carrying, pushing, pulling, reaching, handling, fine dexterity, kneeling, crouching,
crawling, bending, twisting, climbing, balancing, vision, hearing, talking, use of foot controls.
Exposure to dust, noise from shredder