Records supervisor job description

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.

Facility: Blackwater River Correctional and Rehabilitation Facility

Pay: based on experience

Bonus (if applicable):

Shift:

Benefits: Employees working a normal work week (30 hours or more) will enjoy a competitive benefits package for an energized workforce with options for you and your family including:

* Paid time off • Paid holidays • 401(k)
* 401(k) matching • Health Insurance • Dental Insurance
* Vision Insurance • Life Insurance • Flexible spending account
* Health savings account • Tuition Reimbursement • Reduced tuition rates
* Employee discount • Employee assistance program • Pet insurance
* Disability Insurance • Paid training • Other benefits available

Equal Opportunity Employer.

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Who We Are:

GEO provides complementary, turnkey solutions for numerous government partners worldwide across a spectrum of diversified correctional and community reentry services. From the development of state-of-the-art facilities and the provision of management services and evidence-based rehabilitation to the post-release reintegration and supervision of individuals in the community, GEO offers fully diversified, cost-effective services that deliver enhanced quality and improved outcomes.

Why Work for GEO:

* At GEO, we believe that diversity in our workforce and the inclusion of a variety of views, perspectives, and backgrounds are integral parts of our company's success.
* We believe that work is more than a place you go every day. It is about being inspired and motivated to achieve extraordinary things.
* Employee benefits play an important role in making The GEO Group a great place to work. At GEO, we believe in the three pillars of employee wellbeing: physical, emotional, and financial. With comprehensive benefits and competitive wages, we trust that you will find all the resources you need here to be successful.

Summary

Supervises, develops, and administers records management policies designed to facilitate effective and efficient handling of facility and inmate records and other information.

Primary Duties and Responsibilities

* Supervises records management policies intended to standardize filing, protecting, and retrieving records, reports, and other information contained on various storage media.
* Ensures that record management procedures are followed accordingly.
* Consults with user departments to ensure methods and workflow improve efficiency of records management and comply with legal records requirements.
* Assists in planning, developing, and implementing disaster recovery policies and procedures.
* Coordinates activities of departments involved with records management analysis, reports analysis, and other records-related support services.
* Evaluates staff reports, utilizing knowledge of principles of records and information management, administrative processes and systems, cost control, governmental record keeping requirements, and organizational objectives
* Confers with other administrators to assure compliance with policies, procedures, and practices of records management program.
* Performs the work of a Records Clerk as needed.
* Performs other duties as assigned.

Job Requirements

Minimum Requirements

* High school diploma or equivalent certification required.
* One (1) year of previous experience in a records environment.
* Demonstrated ability to lead the work of others.
* Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
* Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
* Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
* Ability to work with computers and the necessary software typically used by the department.

Compensation: $73,500.00 - $95,000.00 Annually DOE

Application Period Ends: Open Until Filled

General Statement of Duties

Performs a variety of professional, administrative, and supervisory duties overseeing the operations of the Plat Room for the County Assessor. Coordinates, oversees, tracks, and manages internal and interdepartmental projects with emphasis on technical, analytical, and design support for the Assessor's GIS and cadastral mapping requirements.

Classification Summary

The principal function of this employee is to administer the deed processing, platting, and mapping operations for the County Assessor. This employee also performs skilled technical duties to create and maintain GIS workflows for cadastral and appraisal-related tasks. Latitude is granted for the exercise of discretion, independent judgment, and initiative with respect to matters of significance. The work is performed under the supervision of the Chief Deputy Assessor and supervision is exercised over the Plat Room Customer Service Specialist, Sr. Plat Technician, and GIS positions. The principal duties of this class are performed in a general office environment.

Examples of Work (Illustrative Only)

Essential Duties and Responsibilities

• Supervises and administers the operation of the plat room and GIS division of the Assessor's Office;
• Ensures plats, property descriptions and boundaries, deeds, ownership records, tax numbers, and related records are current, accurate, and in compliance with State and County codes and statutes;
• Administers the maps and other records that comprise the Plat Book for the County Assessor;
• Utilizes ArcGIS products and other GIS software for cadastral mapping purposes, including coordinate geometry (COGO) and other toolsets to acquire, create, edit, and publish vector and raster data;
• Adheres to County, State Tax Commission (STC), and International Association of Assessment Officers (IAAO) policies regarding analysis and platting of land descriptions for assessment purposes;
• Assists with database administration work and design and integration with various County databases and web services;
• Assists and trains users in the creation, operation, and maintenance of the County databases;
• Prepares GIS layers, web services, applications, and datasets for various departments both internal and external;
• Reads maps, charts, surveys, plats, deeds, aerial photographs, and related documents to obtain data;
• Uses knowledge of local government and municipal mapping requirements to coordinate collaborative data acquisition;
• Advises staff and the public on the appropriate use of GIS data;
• Coordinates operations and implements improvements and upgrades to relevant GIS software;
• Develops, implements, and enforces work and product standards, policies, and procedures;
• Supervises, trains, and evaluates employees;
• Assists in preparation and administration of annual budget;
• Performs all work duties and activities in accordance with County policies, procedures, and safety practices.

Other Duties and Responsibilities

• Provides support for ArcGIS, Pictometry, and other imagery-related GIS applications and software;
• Utilizes and supports Assessor's Computer-Assisted Mass Appraisal systems (CAMA);
• Supports vendor and product evaluation;
• Attends and participates in multi-agency regional geospatial integration meetings;
• Attends industry conferences and participates in pertinent training to keep job skills current.

Knowledge, Skills and Abilities

Knowledge of:

• Legal documents and terminology, deeds, property descriptions, Public Land Survey Systems (PLSS), coordinate geometry (COGO), also use simple geometry Parcel Fabric to maintain plat map series;
• Computerized mapping and drafting methods, techniques, procedures, and equipment;
• Principles, practices, techniques, terminology, and objectives of mass property appraisal;
• Surveying techniques and terminology;
• ArcGIS, ArcPro, ArcGIS Online (AGOL), Portal, and other web-based software environments;
• Python, SQL, VBScript, Arcade, and other scripting languages;
• Spatial data maintenance, spatial queries, and analysis;
• Aerial photography (raster data) acquisition and interpretation;
• Cadastral mapping techniques and terminology;
• Operation of a personal computer and associated software for computer mappings software, GIS, and other required applications;
• Operation of standard office equipment;
• State and County procedures, standards, and policies related to mapping;
• Employee supervision, training, and evaluation methods and techniques;
• Interpersonal communication skills and principles of supervision;
• Municipal budget administration procedures.

Ability to:

• Interpret and administer State and County codes, statutes, policies, standards, and procedures for maintaining property descriptions, appraisal data, and other recording and mapping requirements;
• Use a variety of information from diverse sources to create, edit, and maintain GIS data for efficient production of maps;
• Present project information and reports in verbal and written form; establish and maintain effective working relationships with co-workers, consultants, user departments and divisions and other government agencies; analyze and provide solutions to geospatial challenges, and train user groups;
• Read and interpret legal descriptions, deeds, maps, and surveys;
• Maintain and organize records;
• Learn and implement new software applications;
• Operate a Canyon County motor vehicle;
• Supervise, train, and evaluate employees;
• Understand and follow oral and/or written policies, procedures and instructions;
• Make sound and reasonable decisions in accordance with laws, ordinances, regulations, and established procedures;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Demonstrate integrity, ingenuity, and inventiveness in the performance of assigned tasks.

Acceptable Experience and Training

• Bachelors degree in Geography, Environmental Science, Land Surveying, GIS or a related field and five (5) years related experience required; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Special Qualifications

• Valid Idaho driver's license;
• Experience with ESRI products and history of GIS implementation a plus;
• Must successfully complete a background investigation through the National Crime Information Center (NCIC).

Essential Physical Abilities

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively;
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and read and prepare a variety of written, text, and electronic documents and maps;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment, including a personal computer, and to operate specialized computer drafting and mapping equipment;
• Sufficient personal mobility, agility, and physical reflexes, with or without reasonable accommodation, which permits the employee to work in an office environment.

EOE Statement

Canyon County is an Equal Opportunity Employer. Employment decisions related to recruitment and selection are made without regard to race, color, religion, sex, national origin, age, disability or genetics.