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Police Deputy Court Clerk Supervisor

Department: Police

FLSA Status: Non-Exempt

Annual Salary: $34,590.10

Per Mississippi State Statute 21-31-63: Any applicant for a position of any kind under civil service must be a citizen of the United States and an elector of the county in which he resides and must meet only such bona fide occupational residency requirements as may be determined by the civil service commission or the governing authority of the municipality.

Position Overview

The Records Clerk Supervisor performs work of a managerial and clerical nature involving the supervision of a group of workers engaged in varied clerical or other operations of an office in an agency, division, or department.

The Records Clerk Supervisor recommends procedures of work; issue written and verbal instructions; assign duties to employees and check their work for exactness and neatness; assist in compiling composite reports; help coordinated the work of various units and maintain harmony among workers; adjust errors; and handle complaints. The work involves responsibility carrying out the rules, regulations, and policies of the department. Incumbents are generally given wide latitude within the framework of their responsibilities for making independent decisions with reference to office procedures and functions. Supervision is received from the Support Bureau Lieutenant.

The Records Clerk Supervisor assists the Bureau Commander and his staff in developing high-quality records management systems for official police records, and will assist the office in implementing digital records preservation and traditional paper filing systems. A major objective of the Records Clerk Supervisor will be to achieve and maintain a position of compliance with the current legislation in the areas of Freedom of Information and Data Protection.

Essential Job Functions

Essential duties and functions, pursuant to the Americans with Disabilities Act, May include the following. Other related duties may be assigned.

• Assist in planning and coordination of the activities of staff over which supervision is exercised.

• Verifies records, reports and other documents.

• Reviews existing work procedures and recommends changes as necessary.

• Answers correspondence concerning operation of the department.

• Assist in preparation of current inventory of office and other office and other equipment.

• Approves requisitions for the office as authorized.

• Prepares and maintains routine records and reports; assist in compiling data requested for subpoenas.

• Confers with and assist administrative superiors in solving problems affecting the office operations.

• Assigns and rotates daily tasks for all clerks and records personnel.

• Oversees daily work assignments are performed to satisfaction.

• Performs related work as required.

• Reviews NIBR report for the State of Mississippi & FBI.

• Verifies employee leave request and time sheets.

• Review and approves reports released to public.

• Oversees proper procedures are followed for expungement orders.

• Attend weekly, daily or City meetings as scheduled.

• Verifying and auditing daily deposits, reconciling petty cash, and depositing funds into the bank.

Knowledge, Skills and Abilities

Must posses required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Must possess good language skills including strong verbal and written communication abilities.

• Must possess strong customer service skills.

• Strong office and clerical skills including the ability to operate a PC and knowledge of Microsoft Office suite.

• Ability to reason and multitask.

• Typing ability of 30 words per minute.

Education and Experience

High School Diploma or equivalent. Minimum 2 years' experience as Records Clerk or an equivalent of work and education combination.

Required Licenses or Certificates

Must possess valid driver's license.

Physical Demands and Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical requirements include occasional lifting/carrying of 10+ pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate equipment and perform other physical tasks. Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions. Working conditions are primarily indoors.