Police Records Supervisor

Full-Time | Police Records Supervisor - $4,350- $5,655 Monthly | $52,200- $67,860 Annually

Deadline to Apply is September 27, 2018 At 11:59PM

Apply HERE


The Chino Police Department is seeking a can-do individual, who can establish and maintain cooperative working relationships, to fill the vacancy of Police Records Supervisor. This civilian position is responsible for supervision of records, front desk operations, and other services. Requires four (4) years of increasingly responsible experience in Police records; supervisory experience is highly desirable. Must also have the availability to work a varying schedule to include weekends, weekdays, evenings and holidays as needed.

Special Requirement: Requires a minimum typing speed of 40 net words per minute (with less than 10 errors). A typing certificate from an accredited school/agency must be submitted with your online application to be considered (dated no later than one year ago). This also applies to internal applicants not currently working in a job classification that requires typing at 40 net words per minute. Note: Online typing certificates will NOT be accepted.

Under general direction, supervises and participates in the preparation, processing, and management of Police records; performs tasks related to the security of the automated criminal information system; performs a variety of specialized tasks involving the development, maintenance, retention, transition, input, and retrieval of Police Department records; may serve as custodian of Police records; and performs related work as assigned.


Essential Job Functions:



  • Direct Police records preparation, processing, and files management activities; maintain security of Police records, ensuring that information is released in accordance with related laws and Department policies. 
  • Compile statistical data, or direct such activity, and prepare routine reports; conduct records audits; prepare work schedules for assigned staff and approve time off; and perform other routine and administrative tasks as assigned/required. 
  • Develop, administer, and conduct training programs in Police record keeping, office procedures, and forms processing for non-sworn personnel of the Police Department. 
  • Respond to inquiries and resolve complaints; provide information to the public in accordance with established laws, codes, regulations, and policies; respond to departmental subpoenas by reviewing/gathering necessary documents and ensuring that required forms are completed and mailed when assigned as the custodian of records, and shall testify in court as required.
  • Participate in the development of records related goals, objectives, policies, and procedures; ensure adequate inventory of supplies and equipment; request equipment maintenance repair as necessary; coordinate the payment of departmental billings.
  • Advise, and otherwise provides assistance to, other Department personnel regarding records activities or the operation of automated records systems; provide liaison to other law enforcement agencies regarding records related inquiries.
  • Supervise assigned staff; write performance evaluations; assist with the selection of staff; recommend disciplinary actions; assist in budget preparation and monitoring.
  • Type and otherwise process a wide variety of Police records, reports, and materials, including arrest reports, warrants, citations, crime and traffic reports, fingerprint cards, and vehicle storage and impound forms; operate a variety of automated systems to create or revise computer files; verify that paperwork is complete, correct, and properly signed.
  • Assist Department personnel and the public in person and by telephone; release requested reports and related information to the public or to outside agencies in accordance with established regulations; provide general information regarding Department policies, procedures, and regulations; issue bicycle licenses and parking permits; process drug, sex, and arson registrants, and restraining orders.
  • Operate computer terminals and teletype to enter, modify, and retrieve data such as stolen and recovered property, driver license and vehicle registration information, warrants, and detective supplements; conduct record checks and research files for requested information; audit files on a monthly basis to maintain appropriate standards.
  • Sort, file, copy, and distribute crime and traffic reports, citations, and other records as appropriate; perform file searches to retrieve records; issue permits and licenses according to prescribed procedures.
  • Accept bail; receive fees; prepare receipts, standard forms, and records in accordance with established procedures; balance cash drawer and resolve discrepancies; deliver deposit of funds to City Finance staff.
  • Assemble, code, record, and summarize a variety of Police record data including data on serious crime offenses, stolen vehicles, crime reports, and related records; compile, compute, and prepare a variety of reports.
  • Attend training classes to remain current on general supervision techniques, Police record keeping, and records management activities.
  • May also act as the Agency Terminal Coordinator for the State/Federal Departments of Justice Automated Criminal Information Systems; may perform periodic security checks, assign user privileges, and act as end user liaison to the service provider.
  • May also be required to coordinate telephone system installations and changes; administer various contracts with vendors for facility and equipment maintenance; make minor repairs to equipment and machines.
  • In the absence of a female Officer, a female Police Records Supervisor may perform matron duties including searching prisoners, collecting urine samples, and supervising individuals in custody. 
  • Interact with co-workers at all levels in the organization in a collaborative and customer service-oriented manner.
  • Maintain prompt and regular attendance. 
  • Perform all duties within the context of the City's Mission Statement and Organizational Values.


Any combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. Incumbents will possess the most desirable combination of training, skills, and experience, as demonstrated in their past and current employment history.


  • High School Diploma or G.E.D. (required), supplemented with Course work in records management.


  • Four years of increasingly responsible experience in Police records maintenance.
  • Supervisory experience and current Police Department records experience (highly desirable).

Considerable knowledge of:

  • Principles and practices of law enforcement records management.
  • Computerized systems and office equipment used in municipal law enforcement agencies.
  • Laws, codes, regulations, and policies relating to the control of Police records.
  • Basic principles and operating characteristics of law enforcement communications systems.
  • Principles, regulations, and laws relating to records management.
  • Procedures and techniques of budget preparation and administration.
  • General office procedures.
  • Methods and techniques of supervision.
  • Computer operations including word processing and spreadsheet programs.

Skill in:

Operation of a variety of office equipment, including typing at a minimum rate of 40
net words per minute.

Ability to:

  • Research, prepare, and present reports.
  • Keep accurate records.
  • Communicate clearly and concisely, both orally and in writing.
  • Effectively manage Police records and other Police related services.
  • Meet the public in situations requiring diplomacy and tact.
  • Deal tactfully and courteously with internal and external customers.
  • Select, train, supervise, and evaluate employees.
  • Make decisions regarding operational and personnel functions.
  • Operate programs within allocated amounts.
  • Respond to emergency and problem situations in an effective manner.
  • Understand, explain, and apply policies and procedures.
  • Analyze unusual situations and resolve them through application of management principles and practices.
  • Develop and implement record management inventory control and communications systems.
  • Operate a computer and utilize a variety of software programs.
  • Deal constructively with conflict and develop effective resolutions.
  • Use, and edit documents for, correct English grammar, punctuation, and spelling.
  • Establish and maintain cooperative working relationships.


Special Requirements:

  • Work a varying schedule including weekends, weekdays, evenings, and holidays (hours/days may be adjusted as  needed).
  • Successfully pass a City administered typing test at a minimum rate of 40 net words per minute, with no more than 10 errors.
  • Receive satisfactory results from a background investigation, a physical examination, which includes a drug screen, and an administrative review.

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Contact a Recuiter:

(909) 334-3190


Chino Police Department
5450 Walnut Avenue
Chino, CA 91710


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