The Position

This position is open until filled.

DEFINITION
Under general direction, organizes, oversees, coordinates, and reviews the work of staff performing technical and administrative support related functions of the Public Safety Department including records management and property and evidence preservation; oversees the effective use of resources to improve organizational productivity and customer service; provides complex and responsible support to Command Staff in areas of expertise; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED
General direction is provided by the Support Services Manager. Exercises direct or general supervision over Records Clerks, Property Technicians, and/or other technical/administrative staff and volunteers/interns.

CLASS CHARACTERISTICS
This is a working supervisory classification that has operational responsibility, and acts as official Custodian of Records for the Property and Evidence Unit and the Records Bureau of the Public Safety Department. Incumbents are responsible for planning, organizing, supervising, reviewing, and evaluating the work of Records Clerks and Property Technicians. Performance of the work requires the use of considerable independence, initiative, and discretion within established guidelines.

Ideal Candidate

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• 
  Organizes, directs, and participates in the daily functions, operations, and activities Property and Evidence Unit and the Records Bureau; maintenance, processing, distribution, security, control and destruction of police records and physical property/evidence.
• Supervises, trains, and evaluates the performance of assigned staff; interviews and selects employees and recommends disciplinary actions; assigns employee duties and reviews work to ensure compliance with established standards, guidelines, and procedures.
• Supervises and controls the maintenance, release, and purging of Police records and other documents; responds to requests from City departments, law enforcement, and other outside agencies, and the public; determines appropriateness of releasing records according to established requirements; oversees and participates in the printing, duplication and preparation of records, files, and reports for release.
• Compiles information and statistics and prepares and maintains a variety of records, reports, and files related to crime, victims, suspects, witnesses, cases, accidents, and assigned activities.
• Receives, stores, and ensures the proper safekeeping and control of physical evidence/property in the possession of the department; maintains manual and computerized records of the evidence/property; coordinates the proper release of evidence/property to its rightful owner or dispose of unreturnable items in a manner prescribed by department policies and procedures, court orders, and federal and state laws.
• Oversees the assembly, maintenance, updates, and distributes a variety of department specific information, forms, records, and data as requested; prepares and maintains a variety of databases and reports.
• Directs and participates in the development, implementation, and maintenance of automated systems within the Property and Records division including files that support systems in other areas.
• Organizes and maintains various public safety administrative, reference, imaging, and follow-up files; purges files in accordance with the records retention policy.
• Serves as a technical resource to City personnel, outside agencies, and the public concerning public safety records and evidence activities; responds to inquiries and provides detailed and technical information concerning records, and property and evidence requirements, laws, codes, regulations, policies, and procedures.
• Monitors and assesses records, and property and evidence operations and activities for operational efficiency; assists in the development and implementation of policies and procedures to enhance operational efficiency as directed.
• Attends and participates in various meetings and training sessions as assigned; participates in records and property and evidence related organizations and meetings; schedules and conducts training activities for subordinates as appropriate.
• Registers and reports on sex, narcotic, and arson offenders in compliance with applicable laws.
• Performs other related duties as assigned.

In performing the duties described above, the incumbent is expected to:

• Provide outstanding and friendly customer service.
• Create and maintain a respectful and collaborative working environment.
• Communicate honestly and behave in a manner that is ethical, legal and fiscally responsible.
• Demonstrate care for the organization, customers, and coworkers.
• Perform work of the highest quality possible.
• Practice and encourage initiative and innovation to improve the workplace.

Qualifications and Requirements

KNOWLEDGE OF:

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  Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.
• Operations, policies, procedures, and functions of the Public Safety Department.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, rules and procedures relevant to division operations such as property and evidence and the release and purge of information and records, including the Public Records Act and Uniform Crime Reports (UCR).
• Modern principles, laws, and methods of management, organization, and administration.
• Computerized public safety systems, including; RMS, and National Crime Information Center (NCIC).
• Property and evidence management concepts, methods and practices, including planning, organizing and directing the receipt, storage, safeguarding, disposal, distribution and record keeping for property, narcotics, cash, and firearms.
• Laws, codes and ordinances governing the proper collection, storage and disposition, and destruction of property and evidence; and registration of felony offenders.
• Techniques and methods of statistical research and reporting; methodologies used in maintaining and reporting crime statistics.
• Business math and basic accounting.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination.
• Computers and software programs related to public safety operations such as the Records Management System (RMS) to conduct, compile, and/or generate documentation.

ABILITY TO:

• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
• Establish or revise policies or procedures to ensure the preparation, updating, legal release, disposal or destruction of records and property or evidence.
• Interpret and apply laws and regulations governing the maintenance of police records and property and evidence.
• Research and compile statistical information.
• Supervise and control the maintenance and release of Police records, files and documents.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and the City in meetings with individuals.
• Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

EDUCATION AND EXPERIENCE:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to completion of the twelfth (12th ) grade and three (3) years of increasingly responsible work experience involving the processing, retention, and release of Police and/or Fire property, evidence, and/or records, including one (1) year of lead experience.

LICENSES AND CERTIFICATIONS:

• Possession of, or ability to obtain, a valid California Driver’s License by time of appointment and a satisfactory driving record.
• Possession of a Records Supervisor Certificate issued by the California State Commission on Peace Officer Standards and Training (P.O.S.T.) is desirable.

Additional Information

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, to inspect City development sites, including traversing uneven terrain, climbing ladders, stairs, and other temporary or construction access points, to operate a motor vehicle, and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 10 pounds.

ENVIRONMENTAL ELEMENTS
Employees work in an office environment with constant interruptions, moderate noise levels, controlled temperature conditions, Employees regularly interact with upset public and private representatives in providing services. The principal duties of this class are performed in a police station environment with exposure to criminal offenders, mentally ill individuals, and persons potentially infected with communicable diseases.

WORKING CONDITIONS
Must be willing to work irregular shifts, including weekends and holidays. Must be willing to be subject to called back, held over or called-in to maintain minimum staffing levels. Must be able to pass a thorough background investigation.

FLSA Status: Exempt
Employee Unit: Rohnert Park Employees’ Association (RPEA)
Approved By: City Council Resolution No. 2020-066
Date Approved: July 14, 2020

CALPERS RETIREMENT: Per the Public Employees' Pension Reform Act (PEPRA), effective 1/1/13, new-hire employees will be in the Misc. 2% at Age 62 retirement formula with a 3-year final compensation. Employees must contribute 50% of the normal cost rate to CalPERS, which is currently 6.25%.

Medicare Taxes are withheld, but the City does not participate in Social Security.

MEDICAL INSURANCE: Employees may select from Kaiser, REMIF, or Sutter health plans. The City contributes a set credit amount based on coverage level.

DENTAL & VISION INSURANCE: City provides Delta Dental and VSP (vision) insurance at no premium cost to employee and eligible dependents.

HOLIDAYS: 12.5 paid holidays per year.

ANNUAL LEAVE PROGRAM: 12.67 hrs/month accrual for paid time off. Accrual schedule increases with service. The maximum Annual Leave cap is 500 hours.

ADDITIONAL BENEFITS: City-paid $50,000 life insurance policy and $1000 for dependents, Short-Term Disability Insurance, Long-Term Disability Insurance, Employee Assistance Program, Education and Tuition Reimbursement Program, Bilingual Pay, Dependent Care Assistance Program, Health Care Tax Free Dollar Account Program, Catastrophic Leave Program, and free use of the City's Sports Center and lap swim in the City's swimming pools. Employees may purchase supplemental life insurance, participate in deferred compensation program and join in a credit union. The City is a non-smoking workplace.

EMPLOYEE UNIT: This position is in the Rohnert Park Employees' Association Unit. Positions in this unit that are Exempt under the Fair Labor Standards Act (FLSA) receive 50 hours of Administrative Leave.