Assistant records supervisor - job post

Job details

This position functions as a records technician with the integrated responsibilities of a supervisor. Employees in this classification perform supervisory oversight of records personnel and are responsible for training, monitoring assigned staff, delegating tasks, overseeing operations, and managing authorized systems. This position also is responsible for the management, retention and disposition of official law enforcement records, to include coordinating and performing data entry and records maintenance, review and management of police reports and other official records; processing uniform summonses; ensuring court dates are managed and packets are properly transferred; processing town parking tickets including submission of information to the town finance department; and preparing monthly reports as required.

DUTIES:

• Leads records staff; assigns, monitors, and delegates duties, provides direction and guidance as needed; reviews work assignments, monitors quality of services
• Monitors staff schedules to ensure adequate staffing levels; develops and implements internal training programs; implements and reports on quality assurance and service delivery
• Ensures compliance with the Virginia Public Records Act which governs management of public records and retention schedules pursuant to the Virginia Records Retention and Disposition Schedule
• Coordinates submitted case reports by reviewing for accuracy; tracks and maintains reports including criminal actions, accidents, traffic and parking; utilizes the Records Management System to process information and reports and the Virginia Criminal Investigation Network (VCIN) to obtain driver and vehicle information. Ensures compliance with federal, state and municipal laws
• Processes uniform summonses and ensures copies are properly transferred to court; processes parking tickets and ensures copies are properly submitted to the town finance department
• Develops and implements procedures, guidelines, systems, and practices that facilitate in the creation, backup, preservation, filing, storage and disposal of records
• Assists department personnel with examination, classification, and copies of records, and fulfills outside requests according to disclosure procedures and regulations
• Assists federal, state, county and other jurisdictions, insurance companies and the public concerning but not limited to accident, theft, property damage and other records
• Submits required data reports to the state according to the prescribed deadlines
• Performs other duties as required

REQUIREMENTS:

• High school diploma or GED required
• A minimum of two years of professional experience related to data entry, records maintenance, administrative support or personnel supervision is preferred
• Vocational or technical training or schooling strongly preferred
• Ability to obtain VCIN/NCIC certification within six months of employment
• Ability to obtain National Crime Information Center (NCIC) certification within six months of employment
• Ability to become a Virginia notary public within six months of employment
• Virginia Freedom of Information Act training within 30 days of employment
• Library of the Commonwealth Records Training within 30 days of employment
• Valid driver’s license with acceptable record

HOURS:

• MONDAY - FRIDAY, 8:00 AM - 5:00 PM

LOCATION:

• Herndon Police Department, 397 Herndon Parkway, Herndon VA 20170