City of Tampa

This is responsible work involving the supervision of the Records Section of Tampa Police Department (TPD).

Employees in this class are responsible for supervising administrative and clerical support staff of the Records Section. Assignments are of considerable difficulty and involve scheduling, planning and overseeing the work of subordinates engaged in providing services to internal and external customers. Incumbents ensure timely response to customer requests and complaints. Acts as custodian of police records and oversees maintenance and archiving of said records. Under direction, employees exercise considerable initiative and independent judgment and work effectively with the public, municipal officials and others. Employees may be required to work rotating shifts including nights, weekends, and holidays. Assignments are reviewed through observation, review of records and results obtained.

Provides supervision over Records Section activities to include: providing copies of hand written police reports including transcription, electronic imaging, filing and distribution; production of reports for requests for the National Uniform Crime Statistics, local area crime statistics, individual arrest records and historical data; receipt of payment for TPD services including report requests, fingerprints, extra duty officer, vehicle inspections and arrest record checks.

Acts as Custodian of Records; ensures public record requests for citizens and agencies are answered; responds to subpoena request for public records; oversees maintenance and archiving of records.

Ensures the section’s cash registers are balanced daily and submits monthly activity reports.

Responds to customer inquiries submitted via customer service center, e-mail, telephone, USPS mail, and in-person; ensures the confidentiality of sensitive criminal cases; responsible for electronic submission of police data to Florida Department of Law Enforcement (FDLE); supervises the conversion of local files to FDLE format to be easily read on a national level by the Federal Bureau of Investigation.

Supervises and coordinates personnel functions: recommends such personnel actions as employment, promotions, transfers, demotions, suspensions, or dismissals; administers required discipline; responds to employee grievances; completes employee performance evaluations; provides technical advice and guidance to subordinates and administrative personnel; approves requests for leave and training; conducts staff meetings.

Establishes and promotes effective working relationships with the public, municipal officials, and other employees through effective communication and efficient processing of inquiries and complaints; represents the division as directed on various committees.

Performs related work as required.

Considerable knowledge of: business English and mathematics; rules, regulations, procedures, and functions of TPD Records, in addition to appropriate municipal, state, and federal codes, ordinances, resolutions, and regulations; standard office practices, procedures, and equipment.

Working knowledge of: municipal organization, programs, and policy; financial and/or budgetary principles, practices, and procedures; data processing coding procedures and practices; effective supervisory techniques; operation of personal computers and related software.

Ability to: follow complex instructions, assimilate information, interpret written and numerical data, and arrive at decisions independently in accordance with established rules and regulations; locate, organize, and analyze data from files and other records; prepare and edit clear and concise written reports and publications, as well as compose, edit, and correct correspondence and reports for final production; plan, assign, direct, supervise, and review the work of subordinate personnel; establish and maintain effective working relationships with employees, municipal officials, and the general public.

Ability and skill in: typing, operating personal computers and/or taking and transcribing dictation, where required; operation and minor maintenance of office machinery and equipment.

Graduation from an accredited high school, supplemented by business college or courses in business administration or a related field, and five (5) years of progressively responsible administrative experience, with one (1) year in supervisory experience.

Possession of a valid Florida drivers license required.

During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.