Records Supervisor - City of Los Banos, CA : Job Details

Salary : $68,352.00 - $87,240.00 Annually Location : Los Banos, CA Job Type: Full-time Job Number: 07-2025 Department: Police Opening Date: 07/03/2025 Closing Date: 7/24/2025 11:59 PM Pacific Description **PLEASE NOTE: All applicants must submit a typing certificate of at least 40 NWPM (no online typing certificates accepted) no later than the closing date of this recruitment. Applicants who do not submit a typing certificate will be disqualified. Typing certificates may be obtained at Worknet in Los Banos. To make an appointment, please contact (209) ###-####. POSITION TITLE RECORDS SUPERVISOR DEPARTMENT POLICE EMPLOYMENT CATEGORY REGULAR EMPLOYMENT LEVEL SUPERVISORY DEFINITION To plan, organize, direct, and supervise the activities of the records staff; carry out and maintain records and other data pertinent to assigned area of responsibility; provide administrative and technical support; facilitate/participate in training programs and scheduling; evaluate subordinates; perform Records duties as required; and perform other duties as assigned. SUPERVISION RECEIVED AND EXERCISED Receives direction from the Police Services Manager and/or Police Administrators. Exercises direct supervision over records staff and other non-sworn staff as assigned. Detailed Work Activities EXAMPLES OF ESSENTIAL DUTIES Duties may include, but are not limited to, the following:

• Reliable and dependable attendance and punctuality.
• Recommend and assist in the implementation of goals and objectives.
• Establish schedules and methods for police records.
• Enforce policies and procedures.
• Perform basic problem solving.
• Trains, assigns, coordinates, and evaluates the work of personnel; takes corrective action when necessary.
• Ensures case filings with the District Attorney are performed in a timely manner.
• Supervises all reports being released to the public and other law enforcement agencies.
• Controls clerical procedures and incoming/outgoing information and records.
• Evaluates clerical work methods and systems; recommends changes.
• Develops, maintains, locates, and archives records, documents, and other pertinent data; assists department administration in developing and implementing automated record keeping systems and processes adhering to applicable retention schedule.
• Responds to requests for information from the public and outside agencies; answers routine questions and/or responds to more complex inquiries requiring the interpretation of policies and procedures.
• Gathers and compiles information in response to requests from the public, City staff, or outside agencies.
• Accepts complaints of subordinate behavior, disciplinary problems, and other personnel issues in accordance with established policies and procedures.
• Analyze data and prepare related written reports.
• Remain knowledgeable with new trends and innovations in the field of police records.
• Perform the full range of duties of all records personnel.
• Ensures that National Incident-Based Reporting System (NIBRS) data is being reported to the Department of Justice in a timely and accurate manner.
• Initiates and prepares routine correspondence.
• Reviews completed materials for accuracy, format, compliance with policies and procedures and appropriate English usage.
• Coordinates court subpoenas and the appearance of police officers in court; may assist with report writing, as necessary.
• Maintains office inventory for supplies as needed.
• Perform other related duties as assigned.

Knowledge of:

• Operations, services, and activities of a Police Records program.
• Principles and practices of operating policies, procedures, and functions of the Los Banos Police Department.
• Principles of supervision, training, and performance evaluations.
• Principles and practices of customer service.
• Correct English usage, spelling, punctuation, and grammar.
• Principles and procedures of record keeping.
• Principles of business letter writing and basic report preparation.
• Pertinent federal, state, and local laws, codes, and regulations including those related to police records and reports and the confidentiality of information.
• Proper telephone etiquette, techniques, and procedures.
• Police terminology.
• Law enforcement information systems and procedures.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to:

• Coordinate and direct Police Records programs.
• Supervise, organize, and review the work of assigned staff involved in a variety of office duties and Law Enforcement support duties in the maintenance of Police Department records and reports.
• Supervise, train, develop, and evaluate assigned staff.
• Recommend and implement goals, objectives, policies and procedures for providing police records services.
• Understand the organization and operation of the department and of outside agencies as necessary to complete assigned responsibilities.
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable Federal, State, and local policies, laws, and regulations.
• Prepare clear and concise reports.
• Exercise good judgment in maintaining critical and sensitive information, records, and reports.
• Understand and follow oral and written directions.
• Prepare and maintain accurate records.
• Meet deadlines.
• Perform a variety of office support tasks.
• Read, understand, and review documents for accuracy and relevant information.
• Plan and organize work to meet changing priorities and deadlines.
• Effectively represent the Police Records Division to outside individuals and agencies to accomplish the goals and objectives of the unit.
• Work cooperatively with other departments, City officials, and outside agencies.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of duties.
• Work irregular hours which may include late night meetings and work overtime as necessary to meet deadlines.

Qualifications MINIMUM QUALIFICATIONS

• Must be eighteen (18) years of age
• Equivalent to completion of the twelfth grade
• Possession of a valid California Class C driver license
• Three (3) years of responsible office and law enforcement support work experience including one year of administrative and/or lead supervisory experience
• Type at speed of 40 NWPM

DESIRED QUALIFICATIONS

• Experience in a training or supervisory capacity
• POST Records Supervisor Certificate
• Bachelor's degree from an accredited college or university in public administration, business administration, or related field.

The City offers an excellent benefit package that includes: a) Retirement: California Public Employees' Retirement System (CalPERS); b) Health Insurance: City pays approved health insurance premium through CalPERS for employee only and partial dependent costs; c) Dental and Vision Insurance: City pays approved dental and vision insurance premiums for employee only and partial dependent costs; d) Life Insurance: City provides $50,000 life insurance coverage for employee only, buy-up options are available; e) Vacation Allowance: two (2) weeks paid vacation after one (1) year, three (3) weeks after five (5) years, four (4) weeks after fifteen (15) years of employment; f) Sick Leave: Accumulated at a rate of one (1) day per month with no maximum accrual; g) Deferred Compensation: Option to participate in plans through Mass Mutual, Nationwide Solutions, or ICMA-RC. 01 Are you at least eighteen (18) years of age?

• Yes
• No

02 Have you completed the twelfth grade or equivalent?

• Yes
• No

03 Do you possess a valid California Class C drivers license?

• Yes
• No

04 Do you have three (3) years of responsible office and law enforcement support work experience including one (1) year of administrative and/or lead supervisory experience?

• Yes
• No

05 Did you attach a typing certificate of at least 40 NWPM? Please note that online typing certificates will not be accepted.

• Yes
• No

06 Do you understand that candidates who are considered for this position will be subject to the following as a part of the selection process for the Police Department: background investigation, post-offer drug screen, and post-offer medical examination?

• Yes
• No

07 Do you have experience in a training or supervisory capacity?

• Yes
• No

08 Do you possess a POST Records Supervisor Certificate?

• Yes
• No

09 Do you have a Bachelor's degree from an accredited college or university in public administration, business administration, or related field?

• Yes
• No

Required Question