Police Records Supervisor

Salary : $62,385.36 - $81,213.72 Annually
Location : City Hall, CA
Job Type: Full Time
Job Number: FT242555
Department: Police
Opening Date: 05/08/2025
Closing Date: 5/30/2025 5:00 PM Pacific

Definition
The top salary range for this position currently reaches $81,213.72, PLUS, an excellent benefits package. The position will receive a 5.0% salary increase in July 2026 and July 2027; bringing the top step salary to $89,538.12.
This vacancy is anticipated to start on July 1, 2025.
THIS POSTING MAY CLOSE ONCE A SUFFICIENT NUMBER OF APPLICATIONS IS RECEIVED. PLEASE APPLY IMMEDIATELY.
Under general direction of the Records Manager, the Police Records Supervisor oversees and participates in a variety of the difficult and complex clerical duties in support of the Police Department including initiating, processing, and maintaining documents, correspondence, and statistics; provides information and assistance to the public; and performs other related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED:
Supervision is provided by the Records Manager or their designee.

The Police Records Supervisor may act in lieu of the Records Manager if needed.
Essential Job Functions
Essential job functions may include, but are not limited to, the following: (These functions may not be present in all positions in this classification. When a position is filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change, or rescind work assignments as needed.)

Supervises and reviews the work of staff responsible for maintaining police records for the City on an assigned shift; trains records staff in appropriate policies and procedures; directs the work flow and monitors employee performance; evaluates and completes subordinate performance evaluations; works with employees to correct deficiencies; prepares various reports on operations and activities; establishes schedules and methods for providing police records activities; compiles, types, records, and files a wide variety of police records, reports, and materials including memoranda, letters, complaints, declarations, booking information, restraining orders, fingerprint cards, warrants, citations, crime, and traffic reports; operates a computer terminal and printer to type, enter, modify, and retrieve a wide variety of police reports and records; processes, sorts, files, copies, and distributes crime reports, traffic reports, citations, petitions, and other materials to appropriate personnel; assigns case numbers; assists the public in person and by phone in retrieving information and files; mails out requested reports to outside agencies in accordance with established regulations; provides general information regarding department policies, procedures, and regulations; enters, updates, and retrieves information relating to wanted persons, stolen properties, vehicle registrations, stolen vehicles, and other information; performs warrant checks including those issued by other agencies outside of the County; maintains the Department's warrant system including notifying, tracking, and documenting attempts to serve; maintains a variety of police records filing systems; prepares and maintains accurate activity logs; relays data from records or other information as requested; supervises children in protective custody as assigned; performs a variety of special assignments; collects and provides data regarding crimes, accidents, citations, or other incidents or departmental activities acquired from various department data systems; prepares and gathers data in response to Public Records Requests, subpoenas, discovery requests, and other requests for data; prepares necessary reports; responds to public inquiries in a courteous manner; provides information; resolves complaints in an efficient and timely manner and performs other related duties as assigned. Maintains regular attendance. May be required to work various shifts in order to train and supervisor subordinate Records Division personnel.

Qualification Guidelines

QUALIFICATION GUIDELINES:
To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge and abilities, and enable the individual to successfully perform the essential job functions of the position. A typical combination is:

Education and/or Experience:
High School Diploma or GED equivalent supplemented by a specialized clerical training. Two years of responsible clerical experience in a Police Department. Supervisory experience is preferred.

Knowledge of:
Principles of lead supervision and training; operations, services, and activities of a law enforcement agency; English usage, spelling, grammar, and punctuation; business letter writing and report preparation; principles and procedures of record keeping, modern office methods, practices, procedures, and computer equipment; general law enforcement codes, practices, and methods; and pertinent Federal, State, and local laws, codes, and regulations.

Ability to:
Provide lead supervision to police records personnel; train new staff in police records management procedures and techniques; independently perform a full range of specialized public safety clerical work; interpret and explain Records Division policies and procedures; interpret and apply the laws, codes, policies, and procedures related to the processing of law enforcement documents; maintain familiarity with City districts and boundaries, streets, landmarks, and policed jurisdictions; work courteously with the general public on the telephone or in person; ability to multi-task; make independent decisions involving sensitive situations; maintain confidentiality of information; maintain accurate records and files; operate a variety office equipment including a computer terminal; type at speed necessary for adequate job performance; work various shifts as assigned; understand and carry out oral and written directions; communicate clearly and concisely, both orally and in writing; and establish and maintain cooperative working relationships with those contacted in the course of work.

Licenses and Certificates
Possession of and ability to maintain a valid Class "C" California Driver's License. Possession of or the ability to obtain POST Records Supervisor certification within one year of appointment.
Physical Demands

Ability to lift up to 15 pounds is required. Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, crouching and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement, and fine coordination in retrieving and entering data using a computer keyboard. Additionally, the position requires near and far vision in reading work related documents and using the computer, and acute hearing is required when providing phone and personal service.
Work Environment

Employee generally works indoors. Environment is generally clean with limited exposure to conditions such as dust, fumes, or odors. Noise level in the work environment is usually moderate but the employee may occasionally be exposed to loud talking and interruptions from telephones and/or members of the public.
Note

The duties, skills, and demands described here are representative of those that must be met to successfully perform the essential functions of the job. When appropriate, reasonable accommodations may be made to enable individuals with a disability to perform the essential functions of the position.

SELECTION PROCESS:
Applicants must complete an application online prior to the final filing date. Applications will be screened for qualifications, appropriate background, and only the most qualified will be invited to participate in the examination process. Applicants will be notified by e-mail as to the test date, time, and location. Successful candidates must achieve a minimum passing score of 70% in each of the test components. The examination process will include:
Written Examination = (weighted at 25% of total score)Oral Interview = (weighted at 75% of total score)
Failure on any portion of the hiring selection process will results in disqualification. Candidates will be required to pass a City administered pre-employment physical and may be required to pass a thorough background investigation and polygraph examination as part of the selection process. Candidates who do not pass will be disqualified and removed from the eligibility list.
ACCOMMODATION:Applicants with legal disabilities who require special testing arrangements must contact the Human Resources Department at least five (5) business days prior to the examination date.
The provisions of this bulletin do not constitute an expressed or implied contract and any provisions contained in this bulletin may be modified or revoked without notice.
The City of Alhambra is an Equal Employment Opportunity Employer. The U.S. Equal Employment Opportunity Commission (EEOC) is responsible for enforcing federal laws that make it illegal to discriminate against a job applicant or an employee because of the person's race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.
Effective January 1, 2013 . click apply for full job details