Administrative Supervisor - Records Department

Description

JOB SUMMARY

Provide highly responsible and complex administrative support by assisting management and the public in a timely and efficient manner, and to preserve and maintain records according to state statutes.

NOTICE TO APPLICANTS

The hiring salary for this position is dependent upon experience, qualifications and position funding; starting salaries will require an internal equity review and those that are above the first quartile will require additional approval. Per PCSO Selection Guidelines, the following may be disqualifiers: Having been disciplined by any employer, including military, as an adult for abuse of leave, gross insubordination, dereliction of duty or persistent failure to follow established policies and regulations. Having been involuntarily dismissed, for any reason other than layoff, from two or more employers as an adult. Having held more than seven paid positions with different employers within the past four years, or more than 15 paid positions with different employers in the past ten years (excluding military). Students who attend school away from their permanent legal residence may be excused from this requirement as well as other persons with a reasonable explanation for an extensive job history. Resigning from any paid position without notice may be disqualifying, except where the presence of a hostile work environment is alleged or other reasonable cause existed.

TYPICAL CLASSIFICATION ESSENTIAL DUTIES

Work in this classification requires an individual to be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary classification functions herein described. Since every duty associated with this classification may not be described herein, employees may be required to perform duties not specifically spelled out in this classification description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this description .

TYPICAL CLASSIFICATION ESSENTIAL DUTIES

Assist management by processing documents, monitoring compliance, and organizing the court calendar. Assist management with planning, directing, managing, and overseeing the activities and operations. Coordinate assigned activities with other departments and outside agencies. Evaluate and prioritize work and responsibilities of court staff. Prepare and submit all required financial reports for a department. Prepare and submit applications for funds, submit required reports regarding use of approved funds, and analyze statistical and monetary reports monthly. Reconcile bond and restitution accounts. Monitor budget and assist with budget preparation, audit bills and ensure compliance with Minimum Accounting Standards, and order supplies, equipment and furniture as needed. Provide operational statistics, reports, and recommendations to management. Review management policies and procedures to ensure operational efficiency of the department. Monitor files for accuracy and completeness, correct errors and assist staff with corrections, and instruct staff on eliminating errors. Respond to and resolve difficult and sensitive citizen inquiries and complaints. Develop ideas to improve efficiency and forecast the future of the department. Support Pinal County policies, goals, and objectives and work with management and other staff to achieve such goals and objectives. Review and analyze legislative changes to determine impact on the court and stay current on all programs affecting operation of the court. Serve as primary contact for outside agencies. Manage case flow ensuring that cases are in compliance with court rules, court orders, and statutory reporting requirements within designated timelines. Maintain absolute confidentiality of work-related issues, customer records, and restricted County information. Perform other related duties as required.

POSITION SPECIFIC DUTIES - PCSO RECORDS UNIT

Plan, organize, direct, supervise, and manage Records Division operations. Develop, implement, and update administrative policies related to inmate identification and records retention and release. Serve as liaison with County departments, local, state, and federal law enforcement agencies, attorneys, and investigators regarding records of arrestees and suspects. Respond to subpoenas for records and appear in court when required. Prepare and administer the division budget. Collaborate with Information Technology staff to design, maintain, enhance, and implement records-related computer applications. Monitor and evaluate division effectiveness and recommend operational improvements. Oversee audits conducted by the Federal Bureau of Investigation and the United States Department of Justice. Approve sealing and dismissal of records or reports pursuant to court action. Prepare narrative reports, statistical reports, correspondence, and directives. Manage the comparison and certification of arrest records for positive fingerprint identification in court cases. Work directly with executive staff to develop and implement policies and strategies related to records operations. Monitor legislation and ensure compliance with federal, state, county, and local laws and regulations. Research and respond to questions or issues raised by leadership, County departments, outside agencies, and the public. Interpret and apply laws, rules, regulations, policies, procedures, and evidentiary requirements relevant to records management.

MINIMUM REQUIREMENTS TO PERFORM WORK MINIMUM REQUIREMENTS TO PERFORM WORK

Associate's degree in Business Administration, Public Relations, Statistics, or a closely related field. Five (5) years of experience with public safety records management. Valid Arizona driver's license may be required within 30 days of hire. An equivalent combination of relevant education and/or experience may substitute for minimum requirements.

PREFERRED QUALIFICATIONS - PCSO RECORDS

Bachelor's degree in Business Administration, Public Relations, Statistics, or a closely related field. Thorough understanding of legal statutes governing public safety records at local, state, and federal levels. Comprehensive knowledge of records management principles, including indexing, retention, and secure handling of law enforcement data. Knowledge/familiarity of law enforcement specific Records Management System (RMS) applications/software (i.e. Motorola Flex, etc.).

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge, Skills and Abilities:

Knowledge of office practices and procedures, including filing and the operation of standard office equipment. Knowledge of file and records maintenance. Knowledge of basic accounting methods and budget preparation. Knowledge of Minimum Accounting Standards. Knowledge of grant management. Knowledge of statutes and procedures applicable to assigned department. Knowledge of Business English, spelling, and arithmetic. Knowledge of clerical and office practices and procedures. Knowledge of principles and practices of management and supervision. Knowledge of current MS Office software. Skill in practicing the Principles of Supervision. Ability to plan, organize, and maintain workflow. Ability to make arithmetic computations with speed and accuracy. Ability to maintain records and prepare reports. Ability to maintain complex filing systems. Ability to follow written and verbal instructions. Ability to communicate effectively orally and in writing. Ability to establish and maintain effective working relationships with employees, other agencies, and the public.

ADA COMPLIANCE

- Pinal County Sheriff's Office is an Equal Opportunity employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities, and encourages both prospective and current employees to discuss potential accommodations with the employer.

PHYSICAL DEMANDS

Frequently requires the ability to balance, climb, crawl, crouch, finger, feel, grasp, handle, reach, kneel, stoop, sit, stand, perform repetitive motions and walk for an extended amount of time. Frequently requires the ability to exert substantial physical effort by pushing and pulling objects in excess of 120 pounds for up to 150 feet in distance. Requires the ability to lift, push or pull objects in excess of 50 pounds frequently, and/or in excess of 20 pounds constantly to move objects. Occasionally requires the ability to operate motor vehicles or heavy equipment. The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information. Occasionally ascend/descend stairs or 12 foot ladders while carrying objects weighing in excess of 20 pounds. Must be able to ascend and descend ladders, scaffolds, stairs and work in confined spaces. Must be able to move objects, and use abdominal and lower back muscles to provide support over time without fatigue. Constant movement and use of limbs; this position requires good manual dexterity, coordination and stamina. Must have adequate speech, hearing and eyesight, ability to perceive and distinguish colors or shades of colors, sounds, taste, odor, depth, texture, and visual cues or signals demonstrate mental and physical acuity.

WORK ENVIRONMENT

Work is performed both indoors and outdoors in a rapid changing environment that may require exposure to extreme temperatures from -10 to 40 degree walk-in cooler to extreme heat outdoors.

EVIDENCE SUPERVISOR WORK ENVIRONMENT

May be required to use a respirator when performing duties requiring exposure to hazardous chemicals and evidence that may be biohazardous and carcinogenic. Must be able to work in small, cramped areas and reach elevated items up to 14 feet high for storage and retrieval purposes. Must be available to work long, irregular schedules and on-call, including nights, overtime, evenings, weekends and holidays, as required by the needs of the agency.