2007/08/14 City Council Resolution 2007-128RESOLUTION NO. 2007-128
A RESOLUTION OF THE CITY COUNCIL OF ROHNERT PARK
APPROVING JOB DESCRIPTION AND SALARY RANGE FOR
RECORDS SUPERVISOR AND
AUTHORIZING RECRUITMENT FOR THE POSITION
WHEREAS, staff has reviewed the workload of the Department of Public Safety
records division and has determined a need for a supervisor in that area; and
WHEREAS, for Fiscal Year 2007 -08, there is a dedicated funding source for a
full -time position of Records Supervisor; and
WHEREAS, staff has developed a Records Supervisor job description; and
WHEREAS, the City Manager recommends the position be designated as an
exempt, miscellaneous employee represented by the Rohnert Park Employees'
Association (RPEA), report to the Director of Public Safety or his designee, and be
placed at the following salary range and rate:
Position Range Monthly Salary
Records Supervisor 81 $4,897 -5952
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Rohnert Park approves the job description attached hereto and salary range for Records
Supervisor, and that the City Manager (Personnel Officer) or designee is authorized to
recruit for a Records Supervisor.
DULY AND REGULARLY ADOPTED by the City Council of the City of
Rohnert Park this 14t1' day of August, 2007.
CITY OF ROHNERT PARK
Mayor
ao8N8RT Pan_
ATTEST:
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�C ty Clerk
LIFURNlA
BREEZE: AYE MACKENZIE: AYE SMITH: AYE STAFFORD: AYE VIDAK- MARTINEZ: AYE
AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0)
City of Rohnert Park
RECORDS SUPERVISOR
DEFINITION
Supervises, trains, and assigns staff involved in the processing, release, retention, and
security of Public Safety records and other related documents; oversees staff perform-
ing reception duties at the front counter; performs other duties as required.
DISTINGUISHING CHARACTERISTICS
The Records Supervisor is a working supervisor that has operational responsibility for
the Records.Bureau of the Public Safety Department.
SUPERVISION RECEIVED /EXERCISED
Direction is provided by a Public Safety Lieutenant, Supervisory responsibility includes
the direct supervision of paid non -sworn support staff and volunteers involved in a vari-
ety of law enforcement and fire records and receptionist activities.
ESSENTIAL JOB FUNCTIONS
(These duties are a representative sample; position assignments may vary)
e Supervises, assigns, schedules, and oversees the daily operations of the Re-
cords Bureau
e Compiles or oversees the compilation of a variety of requested and mandated
statistical reports for the Department
e Maintains current information on laws and regulations affecting maintenance and
destruction of police records
e Selects, trains, and evaluates assigned staff
e Oversees the preparation, distribution, and release of a variety of police reports
to the District Attorney, defendants, victims, and other agencies
e Supervises the receptionist activities at the Department's front counter
e Handles the more difficult or sensitive requests for information or complaints ei-
ther in person or over the phone
e Supervises the filing and retrieval of all reports and records for the Public Safety
Department
e Ascertains others' right of access to police record information prior to release
e Categorizes or supervises the categorizing of Department statistics according to
a variety of guidelines and criteria
e Oversees filings done by other staff
e Ensures proper security of records
Researches a variety of information from Department records
e Registers and reports on sex, narcotic, and arson offenders in compliance with
applicable laws
City of Rohnert Park
Records Supervisor
Page 2 of 3 Pages
• Reviews subpoenas and discovery orders for completeness prior to release of in-
formation
• Develops and recommends the adoption of policies and procedures for the Bu-
reau
• Prepares information for budget projections and requests
• Researches and prepares a variety of information
• Oversees the data entry, transcription and computer operations of the Bureau
• Oversees the maintenance of a variety of fire service reports and statistics
• Responds to a variety of requests for information concerning Public Safety De-
partment functions and policies
• Uses computer programs, including word processors, speadsheets and Records
Management System
• May provide backup for other Department office support staff
QUALIFICATIONS
Education/Training /Experience:
Sufficient education, training and experience to successfully perform the duties of the
Records Supervisor.
A typical way of obtaining the required qualifications is to possess the equivalent of a
high school diploma and three years of increasingly responsible work experience involv-
ing the processing, retention, and release of Police and /or Fire records. College
coursework in a related field is highly desirable.
Knowledge of:
• Considerable knowledge of operations, policies, procedures, and functions of the
Public Safety Department
• Basic laws, codes, and ordinances governing the operation of a public safety
agency
• Principles of records management
• Laws, rules, and regulations governing the maintenance and release of informa-
tion from police records, i.e. the Public Records Act
• Methodologies used in maintaining and reporting crime statistics
• Laws governing the destruction of police records
• Techniques and methods of statistical research and reporting
• Principles of selection, supervision, training and evaluation
• Correct English usage, spelling, grammar, and punctuation
• Business math and basic accounting
• Laws and procedures involved in the registration of felony offenders
• Modern office equipment, practices and procedures
• Proper telephone techniques and procedures; customer service
City of Rohnert Park
Records Supervisor
Page 3 of 3 Pages
Skill to:
• Type at a rate of 50 net w.p.m.
Ability to:
• Supervise multiple activities and assure task completion on a timely basis
• Maintain responsibility for the preparation, updating, and release of information
from police records
• Interpret and apply laws and regulations governing the maintenance of police re-
cords
• Select, train, supervise, evaluate, and recommend discipline for other personnel
involved in record keeping and reception activities
• Research and compile statistical information
• Perform a variety of complex office assistance and administrative report work
• Think clearly and act quickly in emergency situations
• Maintain courteous and tactful, but firm relationship with the public and represen-
tatives of other agencies
• Establish and maintain cooperative working relationships
• Learn and utilize new technology
Working Conditions:
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneel-
ing, bending, squatting, and stooping in the performance of daily activities. The position
also requires grasping, repetitive hand movement and fine coordination in preparing
written reports, statistical reports and entering data when using a computer key board.
Additionally, the position requires near, far, and color vision in reading and reviewing
reports and using the computer, and hearing is required when providing phone and
counter service. A stressful environment may exist when dealing with complaints on
the phone or in person.
FLSA Status: Exempt
Employee Unit: Rohnert Park Employees' Association (RPEA)
Approved By: City Council
Date Approved: August 14, 2007