Police Records Supervisor

  • 308312

SUMMARY: Under limited direction, oversees and manages the Police Records Unit; supervises assigned clerical staff; oversees the maintenance, compilation, retrieval and distribution of official police documents and performs related duties as assigned.

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES: (which are not in any hierarchical order)
  1. Supervises, trains and evaluates assigned staff in the information systems and records functions.
  2. Responds to confidential phone calls from agencies seeking record information and provides information in order to assist agencies in law enforcement duties following established procedures, rules, laws and guidelines under little direct supervision.
  3. Prepares and answers public records requests including capital collateral, expunged and sealed records.
  4. Prepares incident reports and statistical summaries from unit records in order to assure accurate records of police activities and actions and to provide summary information to management personnel
  5. Assists general public, departmental personnel and representatives from other agencies in obtaining police related information.
  6. Oversees the maintenance of an organized and accurate filing system.


  • Knowledge of local, state and federal regulations affecting work.
  • Knowledge of supervisory practices, office management principles, practices, and procedures.
  • Knowledge of modern records management and techniques.
  • Knowledge of public records and disclosure regulations.
  • Knowledge of departmental policies and procedures.
  • Knowledge of English usage, spelling, grammar and punctuation.
  • Skill in effectively dealing with the public and other agencies.
  • Skill in accurately recording and maintaining records.
  • Skill in planning, assigning, supervising, training, and evaluating the work of subordinates performing a variety of functions.
  • Skill in operating standard office equipment including a personal computer and related software.
  • Ability to communicate effectively both orally and in writing.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Work involves light work generally in an office setting. There is frequent need to sit, talk or hear, use hands to finger, handle or feel and perform other similar actions during the course of the workday. The City of West Palm Beach promotes a drug/alcohol free work environment through the use of mandatory pre-employment drug testing.

MINIMUM QUALIFICATIONS: High School Diploma or GED and five (5) years clerical and/or administrative experience, including two (2) years in a law enforcement environment, or any equivalent combination of training and experience.

FLSA Code: N/E
Last Revision Date: October 2001
Overtime: No
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