Sheriff Records Supervisor
Santa Fe County, Santa Fe, NM, United States
Sheriff's Office Records Division Manager
Manages and directs the Sheriff's Office Records Division and functions as custodian of Sheriff's records.
Essential Job Functions
Performs office administration and managerial support duties as follows: assists with personnel issues, conducts meetings, presentations and trainings, approves timesheets, serves on interview committees, makes recommendations for hiring and disciplinary actions, and performs employee evaluations.
Manages the daily operations of the division, including work schedules and daily assignments of records personnel; supervises staff.
Assesses projects by determining the needs of the division, researches information, and prepares oral/written reports.
Compiles community, district, department, and employee statistics. Prepares statistical and analytical reports. Provides National Crime Information Center training to staff, ensures staff's current training and certifications.
Acts as computer system security/liaison with ITT, maintains security logs and levels of system security and access. Assists in developing and implementing new systems and programs.
Serves as Custodian of Records; ensures compliance with Inspection of Public Records Act; maintains records and inventory.
Oversees all payment submittals. Manages and reconciles daily deposits for alarm permits, reports and bond deposits.
Maintains and evaluates current programs, recommends updates and changes.
Acts as a liaison between attorneys, private investigators, F.B.I., District Attorney's office, Juvenile Probation, contractors, associations, boards, committees, and other agencies. Assists in production of discovery.
Ensures compliance with policies, risk management procedures, and health and safety requirements; provides a safe working environment for staff and members of the public. Assists in developing new policies and procedures as needed.
Represents the County in arbitrations. Attends meetings, seminars and workshops as required.
Assists deputies, customers, and other offices with bilingual translations.
Knowledge/Skills:
Knowledge of office management and supervisory techniques, records management, law enforcement operations, and union negotiations.
Knowledge of HTE/AS400 (or similar) system.
Skill in supervising, training, and delegating work.
Ability to operate various word-processing, spreadsheet, presentation, and database software programs, as well as copiers, scanners, and calculators.
Ability to compile and interpret statistics, to prepare accurate, complete and legible reports.
Ability to communicate effectively, both verbally and in writing.
Ability to handle multiple projects and meet deadlines; to establish and maintain working relationships with associates, other agency units, and the public.
Ability to plan and organize work, to handle confidential matters, and to handle stressful situations in a courteous and helpful manner.
Ability to process records and the ability to use the record processes in place within the organization.
Minimum Qualifications
High School diploma or equivalent plus, six (6) years of experience in records management, office management or law enforcement operations of which (2) two years must be in a supervisory capacity. Must obtain and maintain Notary, NCIC/TAC and Defensive Driving certifications within three (3) months of hire.
Bilingual language is preferred.
Supplemental Information
Working Conditions:
Work is performed generally in an office environment with exposure to dust, fumes, airborne particles and/or allergens. Work occasionally involves high risk or potentially dangerous situations, excessive noise, and hostile individuals. While performing the duties of this job, the employee may be required to sit for extended periods of time, use hands to finger, handle or feel, reach with hands or arms; and talk or hear. Ability to lift up to 20 lbs. Clarity of vision at long distance and short distance is required. Evening, holiday, and weekend work may be required.
Conditions of Employment:
Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening. Additionally, selected candidate must submit to and pass a county paid criminal background screening. Selected candidate must possess and maintain a valid New Mexico Class D Driver's License as incumbent shall be appointed to drive a County vehicle during the performance of his/her duties. Candidate must obtain and/or maintain all certifications required.
Santa Fe County is an Equal Opportunity Employer It is the policy of Santa Fe County to ensure equal employment opportunity to all persons regardless of race, color, age, physical or mental handicap, sex, national origin, ancestry, religion, serious medical condition, sexual orientation, gender identity, genetic information, or political affiliation.
Manages and directs the Sheriff's Office Records Division and functions as custodian of Sheriff's records.
Essential Job Functions
Performs office administration and managerial support duties as follows: assists with personnel issues, conducts meetings, presentations and trainings, approves timesheets, serves on interview committees, makes recommendations for hiring and disciplinary actions, and performs employee evaluations.
Manages the daily operations of the division, including work schedules and daily assignments of records personnel; supervises staff.
Assesses projects by determining the needs of the division, researches information, and prepares oral/written reports.
Compiles community, district, department, and employee statistics. Prepares statistical and analytical reports. Provides National Crime Information Center training to staff, ensures staff's current training and certifications.
Acts as computer system security/liaison with ITT, maintains security logs and levels of system security and access. Assists in developing and implementing new systems and programs.
Serves as Custodian of Records; ensures compliance with Inspection of Public Records Act; maintains records and inventory.
Oversees all payment submittals. Manages and reconciles daily deposits for alarm permits, reports and bond deposits.
Maintains and evaluates current programs, recommends updates and changes.
Acts as a liaison between attorneys, private investigators, F.B.I., District Attorney's office, Juvenile Probation, contractors, associations, boards, committees, and other agencies. Assists in production of discovery.
Ensures compliance with policies, risk management procedures, and health and safety requirements; provides a safe working environment for staff and members of the public. Assists in developing new policies and procedures as needed.
Represents the County in arbitrations. Attends meetings, seminars and workshops as required.
Assists deputies, customers, and other offices with bilingual translations.
Knowledge/Skills:
Knowledge of office management and supervisory techniques, records management, law enforcement operations, and union negotiations.
Knowledge of HTE/AS400 (or similar) system.
Skill in supervising, training, and delegating work.
Ability to operate various word-processing, spreadsheet, presentation, and database software programs, as well as copiers, scanners, and calculators.
Ability to compile and interpret statistics, to prepare accurate, complete and legible reports.
Ability to communicate effectively, both verbally and in writing.
Ability to handle multiple projects and meet deadlines; to establish and maintain working relationships with associates, other agency units, and the public.
Ability to plan and organize work, to handle confidential matters, and to handle stressful situations in a courteous and helpful manner.
Ability to process records and the ability to use the record processes in place within the organization.
Minimum Qualifications
High School diploma or equivalent plus, six (6) years of experience in records management, office management or law enforcement operations of which (2) two years must be in a supervisory capacity. Must obtain and maintain Notary, NCIC/TAC and Defensive Driving certifications within three (3) months of hire.
Bilingual language is preferred.
Supplemental Information
Working Conditions:
Work is performed generally in an office environment with exposure to dust, fumes, airborne particles and/or allergens. Work occasionally involves high risk or potentially dangerous situations, excessive noise, and hostile individuals. While performing the duties of this job, the employee may be required to sit for extended periods of time, use hands to finger, handle or feel, reach with hands or arms; and talk or hear. Ability to lift up to 20 lbs. Clarity of vision at long distance and short distance is required. Evening, holiday, and weekend work may be required.
Conditions of Employment:
Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening. Additionally, selected candidate must submit to and pass a county paid criminal background screening. Selected candidate must possess and maintain a valid New Mexico Class D Driver's License as incumbent shall be appointed to drive a County vehicle during the performance of his/her duties. Candidate must obtain and/or maintain all certifications required.
Santa Fe County is an Equal Opportunity Employer It is the policy of Santa Fe County to ensure equal employment opportunity to all persons regardless of race, color, age, physical or mental handicap, sex, national origin, ancestry, religion, serious medical condition, sexual orientation, gender identity, genetic information, or political affiliation.