How to hire a records supervisor

How to hire a records supervisor, step by step

Here's a step-by-step records supervisor hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a records supervisor job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new records supervisor
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   The records supervisor hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   Hiring the perfect records supervisor also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   Here's a comparison of records supervisor salaries for various roles:

   Type of Records Supervisor	Description	Hourly rate
   Records Supervisor	Medical records and health information technicians, commonly referred to as health information technicians, organize and manage health information data. They ensure its quality, accuracy, accessibility, and security in both paper and electronic systems... Show more	$15-30
   Health Information Technician	A health information technician is primarily responsible for managing and handling patient information, ensuring accuracy and confidentiality. They coordinate with various health care workers to gather patient data, laboratory results, test findings, and medical histories, encoding them in clinical databases in a timely and efficient manner... Show more	$12-21
   Health Care Administrator	A health care administrator is primarily in charge of overseeing the daily administrative operations of medical and health care facilities. They are responsible for setting objectives, establishing guidelines and employee schedules, maintaining accurate records, gathering and analyzing data, developing strategies to optimize operations, and coordinating with nurses, physicians, patients, and other health care experts... Show more	$23-45

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • FAA
   • Subpoenas
   • Statistical Reports
   • Performance Reviews
   • Performance Evaluations
   • Law Enforcement Agencies
   • Computer System
   • Payroll
   • Staff Training
   • Technical Directives
   • HR
   • Background Checks
   • Performance Appraisals

   Check all skills

   Responsibilities:

   • Manage transition from in-house transcription system to outsource transcription service.
   • Review subpoenas duces tecum's to ensure all request documentation has been provide within expect timeframe.
   • Transcribe the master scheduling information into PeopleSoft computer software.
   • Handle and facilitate data relative to exploration, development, litigation, venture, acquisition, merger and divestiture activities.
   • Produce PDF files, scan documents and track data in various software applications.

   More records supervisor duties

3. Make a budget

   Including a salary range in your records supervisor job description helps attract top candidates to the position. A records supervisor salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for a records supervisor in Louisiana may be lower than in Maryland, and an entry-level records supervisor usually earns less than a senior-level records supervisor. Additionally, a records supervisor with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average records supervisor salary

   $45,458yearly

   $21.85 hourly rate

   ---

   Entry-level records supervisor salary

   $32,000 yearly salary

   Updated January 20, 2026

   Average records supervisor salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$59,140	$28
   2	New York	$54,982	$26
   3	Virginia	$54,070	$26
   4	Minnesota	$50,801	$24
   5	Nevada	$50,598	$24
   6	Indiana	$50,040	$24
   7	Kansas	$49,842	$24
   8	Colorado	$49,070	$24
   9	Georgia	$48,645	$23
   10	Washington	$47,722	$23
   11	Texas	$44,851	$22
   12	Arizona	$43,041	$21
   13	Missouri	$42,280	$20
   14	Nebraska	$41,334	$20
   15	Oklahoma	$40,702	$20
   16	Louisiana	$40,432	$19
   17	Ohio	$39,869	$19
   18	Arkansas	$38,877	$19
   19	Kentucky	$38,519	$19

   Average records supervisor salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Enbridge	$64,816	$31.16
   2	Computershare	$53,348	$25.65
   3	ONEOK	$49,545	$23.82
   4	Ricoh	$47,908	$23.03
   5	City of Austin	$47,587	$22.88
   6	City of Richland Hills	$47,374	$22.78
   7	City of Reno	$46,580	$22.39
   8	Loudoun County Social Svc	$45,295	$21.78
   9	City of Visalia	$43,881	$21.10
   10	Cincinnati State	$43,555	$20.94
   11	City of Boise	$43,523	$20.92	1
   12	Commonwealth Of Pennsylvania	$43,521	$20.92
   13	Station Casinos	$42,286	$20.33
   14	Jackson Services Inc	$41,875	$20.13
   15	Dakota Holding Corporation	$41,128	$19.77
   16	City of Aurora	$40,854	$19.64
   17	City of Haltom City, TX	$40,329	$19.39
   18	Vanderbilt University Medical Center	$40,266	$19.36	1
   19	City of St. Louis	$40,251	$19.35
   20	County of Yolo	$40,202	$19.33

4. Writing a records supervisor job description

   A records supervisor job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a records supervisor job description:

   Records supervisor job description example

   About our Records Unit:
   
   The Records Unit is open 24 hours-a-day, seven days-a-week, including holidays. It is staffed by a manager, two supervisors, and 14 Records Specialists.
   
   We receive an average of 30,000 phone calls and process an average of 11,000 reports per year! We also process daily requests from the public and other law-enforcement agencies for background checks, copies of police reports, and other information. The Records Unit is responsible for a wide variety of tasks and each day is always a little bit different!
   
   About our Records Staff:
   
   While some of our members have prior law enforcement or military experience, it isn't required! Many of our team members have come to us from retail, food service, banking and finance, property management, or have even been small business owners! Along with teamwork and positive attitudes, each of our members bring unique strengths through their diverse backgrounds and life experiences. If you are ready to bring your skills to a dynamic work environment that is dedicated to supporting the community - apply here.
   
   The City of Hillsboro recognizes that some applicants, particularly women, people with disabilities, and people of color do not always apply for positions unless they directly meet all of the qualifications. We greatly encourage you to apply and welcome applicants from diverse and varied backgrounds. Transferable skills WILL be considered when reviewing applications for meeting minimum qualifications.
   
   Hiring a workforce that reflects the diverse community we serve is essential to delivering exceptional City services and programs. The City of Hillsboro is committed to creating and supporting an inclusive and welcoming environment for all employees to thrive. We value, respect, and empower employees as unique individuals with authentic voices and diverse ideas.
   
   To view the full classification details for this position click here:Police Records Supervisor
   
   Examples of Essential Work
   
   General Statement of Duties
   
   The principal function of an employee in this class is to provide technical assistance to co-workers and to oversee daily operations of the Police Records Unit. The work is performed under the supervision and direction of the Program and Support Manager, but considerable leeway is granted for the exercise of independent judgment and initiative. Supervisory responsibilities are exercised Police Records Specialists. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with co-workers and the general public. The principal duties of this class are performed in a police department environment. Normal working hours will include being assigned to any one of several shifts: day shift, afternoon shift, night shift, weekdays or weekends. Shifts and days off may rotate based on operational need.
   
   Acceptable Experience and Training
   
   Associate's degree in Public Administration, Business Administration, or a closely related field and 3 years' experience in police records or records management including supervisory responsibility; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
   
   Licensing/Certifications
   
   * Valid State Driver's License and safe driving record;
   * Law Enforcement Data System Certification;
   * Must be able to pass an extensive background check.
   
   Additional Information
   
   Additional Information
   
   CITY OF HILLSBORO'S CORE VALUES:
   
   Employees at the City of Hillsboro are expected to exemplify the behaviors set forth in our Core Values as follows:
   
   * Excellence in Public Service
   * Respect for Diverse Voices and Ideas
   * Responsiveness in Customer Service
   * Tradition of Reliability
   * Stewardship of the Public Trust
   * Leadership with Ethics and Integrity
   * Culture of Teamwork and Communication
   * Emphasis on Innovation
   
   Employees are also expected to promote a positive work environment and to be effective and collaborative team members, while providing responsive municipal services to the citizens of the City of Hillsboro.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right records supervisor for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your records supervisor job on Zippia to find and recruit records supervisor candidates who meet your exact specifications.
   • Use field-specific websites such as healthcarejobsite, health jobs nationwide, hospitalcareers, medreps.com.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit records supervisors, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new records supervisor

   Once you have selected a candidate for the records supervisor position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   After that, you can create an onboarding schedule for a new records supervisor. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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