Opening Date: June 6, 2025                                     

Closing Date: June 19, 2025

Status: Full-time, Exempt

Pay Range: $53,684.80 - $76,523.20                                               

Schedule: Monday – Friday, option to work 4/10, 9/80 or 5/8 schedule.

Interested applicants must complete an online application found on www.westjordan.utah.gov.

This position is eligible for the extensive benefits the City of West Jordan offers! Benefits include medical, dental, vision, and life insurance coverage, plus up-front and matching Health Savings Account contributions. Employees also have access to our brand-new Employee Health Center located at City Hall, receive contributions to a pension account through Utah Retirement System, as well as deferred savings account match options. Enjoy work-life balance with substantial paid holidays, vacation, and sick leave. The City also offers tuition reimbursement and down payment assistance programs!

SUMMARY

Under direction, to supervise, plan, and coordinate the activities and operations of the Police Records Division; to provide highly responsible and complex assistance and coordinate assigned activities with staff, other divisions, outside agencies, and the public.

SUPERVISION EXERCISED

Exercises direct supervision over records support staff.

ESSENTIAL DUTIES

·      Coordinate the organization, staffing, and operational activities for the Police Records division.

·      Participate in the development and implementation of goals, objectives, policies, and priorities for the Police Records division; identify resource needs; recommend and implement policies and procedures.

·      Select, train, motivate, and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies.

·      Supervise, coordinate, and review the work plan for the Police Records division; meet with staff to identify and resolve problems; assign work activities and projects; monitor workflow; review and evaluate work products, methods, and procedures.

·      Identify opportunities for improving service delivery methods and procedures; review with appropriate management staff; implement improvements.

·      Participate in the development and administration of the Police Records division budget; forecast additional funds needed for staffing, equipment, materials, and supplies; direct the monitoring of and approve expenditures; recommend adjustments as necessary.

·      Collect and compile statistical data and prepare a variety of on-going and special statistical reports and graphs for the Chief of Police for monthly statistical reporting.

·      Oversee that NCIC validations are kept up on a monthly basis; maintain archived reports.

·      Manage false alarm unit; assist with bi-monthly false alarm meetings.

·      Verify that all records requests are sent out in a timely manner.

·      Assist with individuals who may be upset or difficult in the lobby or by phone.

·      Process, type, and file a wide variety of confidential criminal and administrative reports.

·      Serve as Terminal Agency Coordinator (TAC), complete monthly validation lists for the Department of Justice regarding TAC entries and inquiries; train all personnel on usage and security laws pertaining to the State computer system.

·      Coordinate assigned services and activities with those of other divisions and outside agencies and organizations.

·      Provide staff assistance to the Deputy Chief; prepare and present staff reports and other necessary correspondence.

·      Respond to and resolve difficult inquiries and complaints.

·      Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of police records management.

·      Perform other related duties and responsibilities as assigned.

MINIMUM QUALIFICATIONS

 Education: High school diploma or GED supplemented by specialized records management courses. Associate degree in business/public administration, office management, record management, or related field is preferred.

 Experience: Requires six years of progressively responsible related office experience including 2 years of lead capacity experience.

 Certifications/Licenses:

·      Valid Utah Driver’s License

·      Possession of, or ability to obtain a TAC Trainer’s Certificate, Spillman Systems Administrator Certificate, and Records Officer Certification (GRAMA) within 12 months of employment.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

·      Operational characteristics, services, and activities of a police records program.

·      Modern and complex principles and practices of police records management.

·      Principles of budget preparation and control.

·      Principles of supervision, training, and performance evaluation.

·      Pertinent Federal, State, and local laws, codes, and regulations.

·      Modern office practices, methods, and computer equipment.

·      Principles and procedures of record keeping and reporting.

·      Safe driving principles and practices.

Skill with:

·      Operating modern office equipment including computer equipment and software, including Microsoft Word, Excel, PowerPoint, and Outlook. 

·      Operating a motor vehicle safely

Ability to:

·      Supervise and coordinate the work of records support personnel.

·      Select, supervise, train, and evaluate staff.

·      Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.

·      Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to police records programs and functions.

·      Prepare and maintain accurate and complete records.

·      Prepare clear and concise reports.

·      Prepare, recommend, monitor, and administer budget for division. Provide explanation for variances.

·      Respond to requests and inquiries from the public.

·      Communicate clearly and concisely, both orally and in writing.

·      Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

WORKING CONDITIONS AND PHYSICAL DEMANDS

Work in a standard office environment which includes reaching, bending, sitting, standing, talking, hearing, and listening.