JOB SUMMARY

Supervises daily activities of Records and Property personnel. Provides technical assistance to the department, as needed. Promotes a positive atmosphere in the workplace using supervisory and leadership skills. Attends special functions/meetings relative to work assignments.  Provides budgetary input and oversees expenditures for the Records divisional budget. Maintains appropriate files and records of activities in areas of responsibility.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Supervises and evaluates the daily activities of all line personnel and performs the duties of assigned personnel when necessary.
2. Prepare and update duty schedules, prepare and administer annual personnel evaluations and review/approve time sheets.
3. Guides the Lead Record Technician with the implementation of federal and state laws related to the Public Information Act and the State Retention Schedule.
4. Guides and assists the Property Room Technician in all aspects of operations of the Property Room. Assists in annual inventory and periodic audits to ensure timeliness, and accurate record keeping and submission of final report.
5. Ensures State IBR submissions are completed in accordance with the State’s deadline.
6. Assists the public, other agencies and department personnel with general requests and inquiries by telephone, written communication and in person.
7. Responsible for the maintaining and operation of equipment and apparatus assigned to the Records and Property Room Divisions.
8. Serves as the Custodian of Records for the Department and provides guidance for release of records and information in accordance with state law.
9. May be required to appear in court to testify on behalf of the Department as it relates to the release of documents through the Public Information Act or through a subpoena.
10. Guides the Lead Record Technician with the maintaining of the State retention schedule, and the preparation and logging of records for destruction.
11. Reviews and suggests amendments of all ordinances, divisional policies/procedures and Standard Operating Procedures for all assigned divisions.
12. Provides information to all divisional staff members including but limited to updates of federal, state and local laws, and policies/procedures of the City and Department, as it pertains to the duties and responsibilities of assigned Divisions, and employment of staff members.
13. Provide opportunities for outside training, conferences and seminars for assigned personnel.
14. Promotes a positive atmosphere in the workplace and among personnel, through supervisory and leadership skills.
15. Informs supervisors of any major, unusual and/or sensitive events, issues or concerns, which may affect the department, city or its personnel.
16. Continual review and revise Divisional policies and procedures, Standard Operating Procedures and Divisional workflow.
17. Attend special functions, conferences/training and/or meetings relative to Department software, record retention, property management, Public Information Act and other work assignments as directed or assigned.
18. Provides budgetary input to direct supervisor. Oversees Records Division budget to ensure fiscal responsibility.
19. Assists supervisor with matters within their assignment as requested or needed. Provides statistical data for Administration and other members of the Department.
20. Maintains appropriate files and records of activities in areas of responsibility.
21. Oversees all aspects of the alarm enforcement program.
22. Provides training/fields questions for the Department on the Records Management System.   
23. May perform other assignments and handle special projects as required.
24. Regular and timely attendance is required as well as the ability to get along with others in a professional and cordial manner.

SUPERVISORY RESPONSIBILITIES

Supervises up to 10 non-supervisory employees and is responsible for daily supervisory decisions. This position is responsible for the release of information in regards to open records.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables
• Knowledge of New World Systems MSP software preferred.
• Demonstrated knowledge of current laws pertaining to the Public Information Act and State Retention Laws.
• Demonstrated knowledge of records management.
• Demonstrated knowledge of current laws governing property and evidence.
• Ability to identify and use resources to conduct research in above stated areas, to include criminal law.
• Keyboarding/typing skills required.

MINIMUM JOB REQUIREMENTS

Associate’s degree (A. A.); or two years related experience and/or training; plus one (1) year of supervisory experience; or equivalent combination of education and experience.

To Apply: Applications available online through the City of Bedford website https://www.governmentjobs.com/careers/bedfordtx