Job Abstract

The San Mateo County Sheriff's Office is seeking well-qualified candidates for the position of Criminal Records Supervisor.

The Position
Under direction of the Criminal Records Manager, the incumbent will supervise the maintenance of criminal records and related activities in the Sheriff's Records Bureau and provide difficult or specialized criminal records office support. There are four supervisors within the Records Bureau that oversee staff on: day shifts, swing shifts, night shifts, and at substations.

There is currently one full-time Criminal Records Supervisor vacancy in the San Mateo County Sheriff’s Office. The individual selected for this position will be assigned to the graveyard/night shift. The approximate working hours for the graveyard shift are 8:00 p.m. to 6:00 a.m.; however, schedules in the Criminal Records Bureau are flexible and can be changed depending upon the needs of the Sheriff’s Office.

About The Agency
The San Mateo County Sheriff's Office is dedicated to protecting lives and property and is committed to providing the highest level of professional law enforcement and correctional services. Our jurisdiction stretches north into San Francisco, all the way down south to Gilroy, which means we cover a lot of ground, and therefore data and paperwork. We pledge to promote public trust through fair and impartial policing and will treat all people with dignity, compassion, and respect. To learn more about the Sheriff's Office, visit: https://www.smcsheriff.com.

Rewarding aspects of the job:
Your work will have a direct impact on records staff, sworn personnel, and all of those who come to our office, not limited to other agencies, and/or the public. Requests, documents, and data processed by our department are referred to heavily for information by those who seek it, and in the role of a supervisor, each day is unique, and offers a wealth of learning opportunities as our office and duties intersect with various other departments with the agency, and county itself.

Your commitment and contributions will affect the careers of Records staff, the knowledge of sworn staff in how to handle records related items, and the Sheriff’s Office image to the public and all other agencies/departments that our department crosses paths with. Your position as a supervisor is certain to develop professional skills and relationships that would pave the way for success beyond the office.

Challenging aspects of the job:
You will provide support to a 24/7 department that works around the clock, even on holidays.

You'll manage multiple requests with changing priorities to support essential functions of the office, sworn personnel, and the public. Our bureau processes and maintains a lot of records, files, documents, and data, and so time-management, organization, and attentiveness to details are some of the skills that will help you succeed in the position. In addition to this, professionalism and confidentiality are two characteristics that should be possessed by the ideal candidate, as this position requires supervising personnel in addition handling any issues with staff, and possible disciplinary actions.

The ideal candidate will be:
Dependable: We are a 24/7 agency and rely on staff to keep the office running. The supervisor must showcase the same dedication we expect of our technicians, if not higher. An ideal candidate for the supervisor position would be consistently reliable and punctual in all aspects of work and ensure that he/she can routinely meet deadlines and deliver work on time.

Accountable: The role of the supervisor entails being accountable not only for him/herself, but for the staff they oversee. An ideal candidate would demonstrate a strong sense of responsibility for tasks, delegation, training, maintaining accuracy in record-keeping, ensuring sensitive information is handled correctly by all, and having difficult conversations if situations call for it.

Detail Oriented: This department requires technicians to be detail oriented, and so an ideal candidate for the supervisory role would have to have an even keener eye for detail, as they are to ensure the work of others is accurate and complete. A tremendous number of documents and paperwork flow through this department, and the processing of them can be quite tedious, the ideal candidate would not shy away from the workload and should be able to address any issues immediately.

Reliable Decision-Maker: An ideal candidate in this role should be comfortable with making sound and consistent decisions. Technicians rely heavily on the guidance and instructions of their supervisor to ensure that all work and effort contribute to the efficiency and integrity of law enforcement records management. An ideal candidate would be able to critically think in situations where decisions need to be made, and to take responsibility for what may come about from those said decisions.

Ethical: Upholding ethical standards and integrity in all actions are crucial for success, as you will be handling sensitive information, not only work related, but including personnel information. An ideal candidate would understand and follow the rules of conduct in maintaining confidentiality, following legal and department guidelines, and ensuring the ethical use of criminal records data not only for themselves, but for everyone within the department and agency.

Additionally, the ideal candidate will have excellent oral and written communication skills and have experience and/or familiarity with law enforcement records management systems, specifically RIMS. Working knowledge of processing various types of law enforcement records and technical proficiency using law enforcement systems including CLETS, ATIMS, and CJI is also ideal.

Sheriff's Criminal Records Supervisor responsibilities may include, but are not limited to, the following:

• Supervising and directing a shift of sheriff's criminal records support staff and activities.
• Assigning, reviewing, and performing criminal records support work, such as maintaining, processing, and auditing arrest reports, warrants, and similar records, as well as assembling and filing various law enforcement data.
• Training assigned staff in general and criminal records procedures and specific laws, regulations, policies, and procedures pertaining to the work.
• Evaluating employee performance and effectively recommending employee selection, initial corrective action, and other personnel actions.
• Determining work schedules and authorizing leaves, ensuring the timely completion of all work.
• Answering inquiries, providing information, and resolving complaints from other law enforcement agencies, the public, or employees regarding the function and activities of the work unit, which may require the use of judgment and the interpretation of laws, policies, rules, and procedures.
• Developing, recommending, and implementing improved operating procedures, forms, and work processes.
• Compiling operational and statistical data and information, maintaining various records, and preparing special and periodic reports.
• Performing difficult or complex criminal records support work and assisting with special office projects as assigned.
• Checking forms and documents for completeness and conformance with established regulations and procedures.
• Maintaining, processing, and auditing arrest reports, warrants, criminal histories, and other records; confirming arrest warrants as required.
• Entering, updating, assembling, coding, recording, and summarizing a variety of law enforcement data.
• Obtaining and providing information to various governmental agencies and local law enforcement personnel as dictated by statutes and laws.
• Establishing and maintaining office and case files; researching and compiling information from such files; closing and purging files according to established procedures; ensuring that files are maintained securely and disseminated according to legal requirements.
• Providing off-hours support as required.
• Representing the Office, attending meetings, and participating in various committees and working groups.
• Performing related duties as assigned.

Education and Experience: Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

Four years of responsible experience providing office support in a law enforcement and/or criminal records setting.

Knowledge of:

• Supervisory principles and practices, including work planning, scheduling, review and evaluation, and employee training and corrective action.
• Office management practices and procedures, including records management and the operation of standard office equipment.
• Criminal records and related law enforcement documents, forms, terminology and procedures.
• Policies and procedures related to the department to which assigned.
• Business data processing principles and the use of word processing or computer equipment.
• Business letter writing and the standard format for typed materials.
• Correct English usage, including spelling, grammar, and punctuation.
• Business arithmetic, including percentages and decimals.

• Plan, assign, supervise, review, and evaluate the work of others.
• Train others in work procedures.
• Read and interpret rules, policies, procedures, and legal and court documents.
• Use initiative and sound independent judgment within established guidelines.
• Deal tactfully and effectively with a variety of individuals, some of whom may be hostile or irate.
• Operate standard office equipment including the teletype, computer terminals, and centralized telephone equipment.

Open & Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, extra-help/limited term positions prior to the final filing date will receive five points added to their final passing score

Responses to the supplemental questions must be submitted in addition to our regular employment application form. A resume will not be accepted as a substitute for the required employment application and/or supplemental questionnaire.

The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%). Depending on the number of applicants an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in the County of San Mateo, California and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply" button. If you are not on the County's website, please go to https://jobs.smcgov.org/ to apply. Online applications must be received by the Human Resources Department before midnight on the final filing date.

Tentative Recruitment Timeline
Final Filing Date: Thursday, July 11, 2024, by 11:59PM PST
Application Screening: Week of July 15, 2024
Panel Interviews: Week of July 29, 2024

Analyst: Ximena Burns (06272024) (Sheriff's Criminal Records Supervisor- E447)