Police Records Supervisor

• Trains, monitors, and supervises subordinate personnel as well as coordinates and determines workload priorities and assigns work tasks.
• Coordinates division activities in conjunction with the State Division of Archives and the City of Hollywood's Record and Archives Manager.
• Prepares and submits various studies.
• Analyzes, reports and responds to inquires as needed.
• Serves as the official custodian of all records for the Police Department; responds to subpoenas, depositions and works very closely with the Police Legal Advisor.
• Conducts training for sworn officers and non-sworn personnel with reference to records procedures.
• Assists in preparing unit budgets including budget estimates for supplies necessary.
• Evaluates and provides recommendations regarding emerging technology within the field of records management.
• Tracks and bills for public record requests and monitors daily cash drawer balances.
• Communicates in person and via phone with both the public and departmental law enforcement personnel and assists with problem solving.
• Must effectively and positively represent the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establishes and maintains effective and professional relationships with work colleagues, supervisors, and managers.
• Performs other job duties as assigned.

• Associate’s Degree from an accredited college or university with a major in Public or Business Administration, Library Science, Computer Science or a closely related field
• Five (5) years of progressively responsible experience in records management or governmental information management systems, at least one (1) year of which must include supervisory responsibilities.

• Bachelor’s Degree from an accredited college or university with a major in Public or Business Administration, Library Science, Computer Science or a closely related field
• Experience with Microsoft Office and Crystal Reports preferred.

• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

• Knowledge of the principles, practices and management techniques associated with State of Florida case filing procedures, National Incident-Based Reporting System (NIBRS) procedures, records, and information management systems.
• Knowledge of federal, state and local laws and ordinances that affect the operation of the department's information systems.
• Knowledge of supervisory practices, personnel administration and management practices, public sector records and information systems management.
• Skill in systems design and analysis, data processing, statute requirements and records retention systems.
• Ability to plan, evaluate, assign and coordinate activities of personnel assigned to the Police Records Unit.
• Skill in communicating effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with other City departments, public agencies and general public.
• Ability to plan, organize, direct, and evaluate complex programs and activities within the records, case filing, data entry and information management context.
• Ability to represent the City effectively and positively in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation/gender identity.

Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.

Examination: Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.

You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.

Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.

Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.

Special Accommodation and Communication Needs: The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination.

Veteran's Preference: The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the Florida Department of Veterans' Affairs.

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.

EMPLOYMENT OF RELATIVES: The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions:

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.

REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.

All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).

The City of Hollywood is an Equal Opportunity / Equal Access Employer.