Supervisor, Records Management – Washington, DC

General Job Information

There is only one city in the country that can say it is the Nation’s Capital – Washington, D.C. given that distinction, the Metropolitan Police Department is the premiere law enforcement organization in the city. We receive over 19 million visitors a year, have almost 700,000 residents, and 21,000 private businesses. The Department consists of more than 4,500 members: approximately 3,850 sworn members and over 650 civilian employees. We are one of the most diverse and highly trained departments in the country. We have the honor of safeguarding and protecting not only our nation’s residents, but also people from all over the world.

This position is located in the Metropolitan Police Department, Corporate Support Bureau, Police Business Services Division, Records Branch. The position is responsible for carrying out the mission and functions of the branch through the management of criminal history requests, review of computerized criminal history, completing correspondence, responding to Court Actions, and providing criminal history information to the public and law enforcement agencies nationwide.

The incumbent will be responsible for the following:

• As the supervisor, the incumbent is responsible for the planning, organizing and exercising technical and administrative supervision over Criminal History Technicians, Legal Instruments Examiners, Clerks, Mailroom Operations and Identification and Security Operations.
• Reviews and distributes daily work of the Office; plans and prioritizes work to be accomplished by employees; sets goals and adjusts work priorities, workloads, and office coverage.

• Write business memos, project and procurement requests and justifications; articulate in writing, statistical data and work product reports, coop plans, standard operating procedures and similar documents.

• Oversees requests for criminal history backgrounds from the public and develops short and long-term goals to increase unit efficiency and productivity.

• Manages requests for criminal history information via, i.e., DC and Federal Courts, law enforcement officials nationwide, military, other District and Federal government agencies.

• Ensures requests comply with timeframe specified in the guidelines; monitors and tracks all Section requests to avoid non-compliance.

• Monitors documents available for public access and ensures information is up to date. Oversee compliance with requests received by Court Order such as Sealing, expungements, set asides, close out of deceased, and other similar actions.

• Resolves conflicts in the interpretation of information, laws and procedural guidelines and provides customer services to various Courts, i.e., DC Court, Inspector General Office, etc.Oversee Court Order releases received from the Board of Parole and ensures that packages are appropriately disseminated.

• Monitors consistency in employee services to verify that background checks are made for walk-in customers. Ensures that subordinates are verifying proof of identity at the counter from the persons requesting criminal history background reports.

• Ensures that an Officer is readily available to arrest persons that have a warrant for their arrest in place.

• Articulates workflow processes and procedural information to new personnel and provides direction and clarity of guidelines and associated changes to the regular staff.

• Ensures that employees are processing background checks in a timely manner for various District and Federal government agencies and that procedures are in compliant with the District of Columbia laws such as the Child and Youth, Safety and Health Amendment Act.

• Conducts investigations regarding employee complaints, workers compensation, etc. Identifies and interviews witness and employee statement, evaluates information to draw a conclusion, writes penalty recommendations for submission to superior for review.

• Ensures that requests for criminal records received via fingerprint cards are timely processed, explains fees and directs requestors to the DC treasury for payment.

• Ensures the accuracy of information provided for criminal arrest history reports, for outstanding warrants, etc., that is collected from various law enforcement systems.

• Maintains the integrity of criminal records in accordance with record retention schedule, archival procedures; and District and Federal laws.

• Responds to inquiries regarding the laws, procedures, and processes that govern local and national criminal background checks.

• Ensures professional and courteous services through training, observations, and remedial action.

• Evaluates work performance, creates performance documents, and approve or deny training requests.

• Performs other related duties as assigned.

Licensures, Certifications and other requirements

N/A

Education

Bachelor’s degree in data management or related field, preferred.

Qualifications

• Knowledge of applicable District, states, and federal laws, ordinances, and guidelines relating to law enforcement records, law enforcement codes and terminology, law enforcement database applications, and criminal justice system terminology and proceedings.

• Ability to communicate effectively both orally and in writing; prepares and presents written and oral presentations.

• Good team player and ability respond to people courteously, reacts quickly and appropriately to requests for information and maintain cooperative working relationships with MPD’s staff and other authorized persons and institutions.

• Knowledge of principles and processes for providing customer and personal services, including customers need assessment, meeting quality standards for services, and evaluation of customer satisfaction.

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

• Ability and knowledgeable writing samples.

• Ability to supervise, train and evaluate assigned staff; organize, coordinate data, interpret and explain department policies and procedures.

• Experience in the use of Integrated Automated Fingerprint Identification System IAFIS, National Crime Information Center NCIC database, National Integrated Ballistics Information Network NIBIN. Proficient in Adobe Systems Adobe Photoshop, Digital Image Management Solutions Crime Scene, and Microsoft Visio, Excel, Word, and PowerPoint.

• Proficient in the use of personal computer and Microsoft Office, e.g., Microsoft Word, Microsoft Access, Microsoft Excel, Microsoft PowerPoint, etc.

Work Experience

Applicants must have at least one (1) year of specialized experience equivalent to a least the CS-09 grade level, or its non-District equivalent, gained from the public or private sector. Specialized experience is defined as experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position directly related to risk management work.

One (1) year of relevant experience in data management, including digital fingerprinting and criminal background management required.

Incumbent must have at least one (1) year of supervisory experience, required.

Work Environment

The work is performed in an office setting and in departmental sites accross the District of Columbia. This position operated within the confines of a 24/7 operation. Incumbent of this position may required to provide after-hours, on call technical support including weekends and holidays. Incumbent may also be subjected to rotating shifts, weekend work and changes in days off.

Other Significant Factors

The Metropolitan Police Department is a 24-hour/7-days a week operation. Subject to work shift work, irregular duty hours and call-back.  The position is designated as an “essential” government employee as defined under the D.C. personnel regulations.

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