Records Supervisor - Police Department


End Date:
Date Posted:
Job Code:
109 3rd Ave S
United States of America



PAY: $23.42/hour - $25.49/hour

I.  Purpose of Job  

Under limited supervision, compiles, completes, and maintains accurate records relating to the activities of the Police Department. Duties also include answering questions from the public, collecting, and disbursing documents to appropriate individuals, and distributing copies of reports to appropriate individuals as necessary.


II. Essential Job Duties 

A.  Performs supervisory duties

  • Supervises, directs, and evaluates Police Department personnel, handling employee concerns and problems, directing work, counseling, disciplining and completing employee performance evaluations.


B.  Public service

  • Answers questions from the public, or department relating to Police records; releases records to the public; collects fees, as required by departmental policy; maintains burglar alarm data base; issues permits and collects fees according to policy.
  • Performs local background record checks for the public in accordance with State law and departmental policy.
  • Greets and directs the visitors and the public to the appropriate division or individual within the department.


C.  Administrative

  • Makes any necessary copies of required reports and distributes such copies to appropriate staff member.
  • Updates Police records and stores new information and data as available.
  • Ensures that all records and reports are properly updated, filed, and stored.
  • Gathers reports for police officers, the district attorney, various insurance companies, probation officers, parole officers, and armed services.
  • Compiles statistical reports which will be recorded in the F.B.I.'s and T.B.I.’s Uniform Crime Report and maintaining a rating of less than 4% error rate each month from TIBRS.
  • Mails all accident reports to the State Department of Records.
  • Ensures that the division maintains an adequate inventory of office supplies and re-orders same when necessary.
  • Assists with the annual division budget preparation.


III. Other Job Duties

Performs other job duties as assigned:

  • Fills in for records clerks as needed


IV. Primary Job Challenges

Primary challenges of this position include ensuring high levels of customer satisfaction are achieved.


V.  Equipment Operated

General office equipment


VI. Key Competencies Required


  • Job Content Knowledge:

Has extensive knowledge of the policies, procedure, and activities of the City and general office practices as they pertain to the performance of duties relating to the position of Records Supervisor. Has extensive knowledge of general office and record keeping practices as necessary in the completion of daily responsibilities. Has thorough knowledge of the rules of maintaining law enforcement records. Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, etc. as they pertain to departmental operations and activities. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Is knowledgeable and proficient with computers.  Knowledge of Tennessee State Law and City of Franklin policy regarding public record requests. Customer service is a key part of this position.

  • Language Skills:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, customers, and the public.

  • Mathematical Skills:

Ability to perform basic math operations, to include addition, subtraction, multiplication and division, using units of American money, weight measurement, volume, and distance.


  • Reasoning Ability:

Ability to apply common sense understanding to carry out multi-step instructions furnished in written, oral, or diagram form. Ability to deal with problems by choosing from several known choices with frequent reliance on department team members.

  • Teamwork:  

Develops constructive and cooperative working relationships with others. Encourages others to express their ideas and opinions. Provides input into identifying and solving problems. Anticipates need of others for information about job tasks and work environment and provides it to them in a timely manner. Willingly assists others with job tasks when appropriate. Requires interaction skills.


VII. Physical Demands and Work Environment


Physical Demands: Performance of the essential duties of this job requires the incumbent to:


  • Frequently stand.
  • Frequently walk.
  • Regularly sit.
  • Regularly use hands to finger, handle, or feel.
  • Regularly reach with hands and arms.         
  • Occasionally climb or balance.                     
  • Occasionally stoop, kneel, crouch, or crawl.
  • Regularly talk or hear.                                   
  • Regularly lift up to 10 pounds.
  • Frequently lift up to 25 pounds.


Work Environment:  Performance of the essential duties of this job requires:

Work in a moderately noisy business environment (examples: frequent phone calls, business office with computers and printers, moderate foot traffic).


Minimum Requirements


VIII. Qualifications

Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through attainment of an associate degree plus three years of police records experience; or equivalent combination of education and experience.                                                                                                                                   

Required Certifications/Licenses: 

  • TIBRS - Tennessee Incident Based Reporting System