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HomeMy WebLinkAbout5.E.2. Approval of Job Description for Police Records Supervisor and Revision of 2007 Pay Plan-Res. No. 6575 City of Shakopee S. E. "- · Memorandum Cu ~ ~,.,.,~, At:.. ,",'. "'r"" , . \- t~ Wl M;:~ ,:, _ < ,. ., _ V;\\ - ., ,,' ~ ~ ~ ~ ~'~ij\~' '~ ;,l t c{i'~ ~~~~~ \i.I ' TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administratoj~ SUBJECT: Approval of Job Description for Police ~ecords Supervisor and Revision of 2007 Pay Plan DATE: February 1, 2006 Introduction The City Council is asked to approve the attached job description for the newly created position of Police Records Supervisor, amend the 2007 Pay Plan to place this position within Grade 6 and direct the Police Civil Service Commission to begin the hiring process. Background The 2007 budget for the Police Department includes funding for the new position of Police Records Supervisor. Currently, the department's records staffis superyised by a Sergeant, who also supervises the Detectives. Having a records supervisor will allow for better workload allocation, help the department stay up-to-date with the latest state and federal reporting requirements and free-up the Sergeant's time to devote to investigations. The attached job description has been developed after examining the needs of the department and responsibilities of similar positions with other cities. It has received the required two readings before the Police Civil Service Commission. Recommendation It is recommended that the Council adopt the attached job description for the Police Records Supervisor and that the position be placed in Grade 6 ofthe City's 2007 Full-time Pay Plan, which has a salary range of $45,569 to $56,990. Budget Impact Funding for the addition of a Police Records Supervisor was included in the Police Department's 2007 budget. Relationship to Vision: The addition of this position will contribute to an effective and efficient police department, which contributes to a High Quality of Life for residents (Goal B). Requested Action: If it concurs, the Council should offer a motion to approve the attached job description for the position of Police Records Supervisor; offer Resolution No. 6575, amending the 2007 Classification Grade Levels and Pay Maximums, and move its adoption; and direct the Police Civil Service Commission to begin the hiring process. CITY OF SHAKOPEE POSITION DESCRIPTION POSITION TITLE: Records Supervisor DEPARTMENT: Police EMPLOYMENT STATUS: Non-Exempt ACCOUNTABLE TO: Captain ************************************************************************ POSITION SUMMARY The Records Supervisor is responsible for directing and overseeing the work of the Department's records staff and assigned Community Service Officers (CSOs); ensuring departmental compliance with applicable federal and state laws, as well as departmental policy and procedure related to crime reporting, records retention and data privacy; and identifying and recommending changes and improvements to department operations in order to increase the effectiveness and efficiency of the record keeping function. ESSENTIAL POSITION FUNCTIONS . Coordinates and oversees the compilation and organization of crime data, trends and intelligence and the preparation of crime mapping for use by Department management and officers. . Recommends changes and improvements to the department's policies and procedures for the collection, use, dissemination, retention and disposal of data, in order to best meet changing needs of the department and ensure compliance with all local, state 'and federal rules, regulations and laws. Implements approved changes and provides necessary training to subordinates. . Ensures quality customer service and conformance to department policy, city ordinance and state law in the processing of requests for information from the public and other stakeholders. . Ensures timely and accurate filing of all. mandated reports to appropriate state and federal agencIes. . Responsible for the department's conformance with all applicable data privacy and records retention laws and policies. . Ensures optimum utilization of available technology; researches and recommends technological enhancements to improve the effectiveness and efficiency of the department. . Make recomri1endations and contribute information to the budgeting process as it relates to the records division. . Supervise, schedule, assign, instruct and evaluate subordinates to ensure adherence to law and applicable department policies and procedures. . Review the work performance of subordinates on a continuous basis, conduct formal performance evaluations on assigned personnel and assist in the development of subordinates. . Serves as an overall office manager to support the smooth operation of the department. . Authority to undertake the assignment and direction of work activities of subordinates, to discipline employees including suspension for just cause, to reward employees, and to adjust grievances of employees. . Completes other duties as assigned. KNOWLEDGE. SKILLS. AND ABILITIES REQUIRED . Strong computer skills working with both the Microsoft Office Suite (Word, Excel, PowerPoint) and specialized law enforcement applications. Working knowledge of GIS systems and mapping capabilities. . Ability to work with the public in a courteous, professional and tactful manner. . Ability to schedule and organize work effectively and to maintain confidential information. . Knowledge of and ability to successfully employ basic management skills. . Ability to evaluate information and situations, draw valid conclusions, adapt to unique situations, and recommend or make decisions regarding appropriate courses of action. . Ability to express oneself, clearly and concisely, both orally and in writing. . Ability to develop and maintain effective working relationships with supervisors, subordinates and co-workers within the Police Department, other City departments, and various state and local law enforcement entities. . Ability to work a flexible schedule as needed to support the work ofthe Department. . Working knowledge of federal, state and local ordinances as applicable to the position~ MINIMUM QUALIFICATIONS . Associate's Degree required. Must possess Bachelor's Degree from an accredited college or university or obtain one with-in five years of appointment. . 3 to 5 years experience in the field of law enforcement record keepi,ng. RESOLUTION NO. 6575 A RESOLUTION AMENDING THE 2007 CLASSIFICATION GRADE LEVELS AND PAY MAXIMUMS FOR EMPLOYEES OF THE CITY OF SHAKO PEE WHEREAS, on December 5, 2006, the City Council of the City of Shako pee, Minnesota, adopted Resolution No. 6543, approving the 2007 Pay Plan for the Elected Officials and Certain Non-Union Employees of the City of Shako pee; and WHEREAS, the position of Police Records Supervisor has since been created and recommended for placement within Grade 6 of the City'sPay Plan. THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA that the attached 2007 Classification Grade levels and Pay Maximums schedule is hereby adopted incorporating the above listed position. Adopted in regular session of the City of Shakopee, Minnesota held this 6th day of February, 2006. Mayor of the City of Shakopee ATTEST: City Clerk Classification Titles Grade Levels 2007 Pay Maximums Chief of Police 11 $93,330 Connnunity Development Director 11 $93,330 Finance Director 11 $93,330 Parks, Recreation and Facilities Director 11 $93,330 PW Director/Engineer 11 $93,330 Assistant City Engineer 9 Official Assistant City Administrator 8 $68,873 City Clerk 8 $68,873 MIS Coordinator 8 $68,873 Planner II 8 $68,873 $68,873 $68,873 Building Inspector 7 $62,643 Fire Inspector 7 $62,643 Maintenance Supervisor 7 $62,643 Park & Landscape Designer 7 $62,643 Recreation Supervisor 7 $62,643 $62,643 Classification Title Grade Level Pay Maximum Communications Coordinat()r* 6 $56,990 Graduate Engineer 6 $56,990 Human Resources Technician 6 $56,990 Information Technology (IT) Specialist 6 $56,990 Natural Resources Specialist 6 $56,990 Planner I 6 $56,990 Police Records Supervisor 6 $56,990 Engineering Technician III 6 $56,990 Telecommunications Coordinator 6 $56,990 Deputy City Clerk 5 $51,799 Executive Secretary 5 $51,799 Senior Accounting Clerk 5 $51,799 Accounting Clerk II 4 $47,069 Records Specialist (Police) 4 $47,069 Secretary - Engineering 4 $47,069 Secretary - Planning 4 $47,069 Secretary - Police 4 $47,069 Secretary - Bldg. Inspection 4 $47,069 Secretary - Public Works 4 $47,069 Secretary - Park / Recreation 4 $47,069 Technician II 4 $47,069 Office Service Worker 3 $42,800 Records Clerk 3 $42,800 Community Service Officer* 2 Facilities Maintenance Worker Custodian 1 $35,302 Receptionist 1 $35,302 *Communications Coordinator currently authorized at 20 hours per week and Community Service Officers at 30 hours per week. ADOPTED December 5,2006, AMENDED February 6,2007.