Information and Records Supervisor - Sheriff's Department

About the role

The Information and Records Supervisor supervises and participates in the work of the Transcription Unit of the Sheriff’s Department. This unit is responsible for the receipt, creation, maintenance and communication of law enforcement records and the validation, clearance, entering and retrieving of information and warrants in manual and computer file systems. This classification also assures work-unit compliance with the Sheriff’s Department, County, state and federal requirements.

Essential Functions

• Supervises, trains and evaluates assigned staff in the receipt, creation, maintenance and disposition of law-enforcement related files and ancillary materials, including forms, papers and electronic (audio, video, computer) media and the validation, clearance, entering and retrieving of warrants within the time limitations specified by state and federal guidelines;
• Maintains security and confidentiality of all materials and information encountered in the performance of duties;
• Covers or coordinates the search of manual and computer files to locate, extract, copy, or transmit information or to validate and clear information from and to authorized agencies and individuals;
• Covers or coordinates the training of Sheriff’s Department staff in the creation, maintenance and handling of law-enforcement records;
• Reviews and interprets routine/non-routine documents received to determine their correct and legal disposition or actions required;
• Responds to public queries and complaints relative to work-unit activities and refers to departmental management/command staff for resolution as necessary;
• Covers or coordinates the collection, compilation and reporting of statistical crime information based upon records held or created by the Sheriff’s Department;
• Develops, edits and implements procedure manuals relative to area of assignment;
• Researches, prepares and submits routine, recurring and special reports to management and outside agencies;
• Maintains close liaison with departmental and county information technology staff to support computer-based activities of the work unit;
• Oversees the destruction of records in accordance with statute and state retention schedules;
• Testsifies in court as to the creation, receipt, maintenance, communication, disposition and associated activities of the unit relative to records, communications and databases.

Minimum Qualifications

• Four years of law enforcement records maintenance experience AND one year of supervisory experience.
• An Associate’s degree or certificate for direct employment in records management or records and information management from an accredited college, university or technical training school may be substituted for two years of the required general experience.
• Three years of experience with Pima County as a Public Safety Data Technician or Public Safety Transcription Technician or Records Technician I - Sheriff's Department or Records Technician II - Sheriff's Department.
• Two years of experience with Pima County in a clerical or paraprofessional classification with primary duties being the maintenance of law enforcement, courts or legal documents and one year of supervisory experience. (Relevant experience and/or education from an accredited college or university may be substituted.)