CLASSIFICATION NO. 135
SHERIFF'S RECORDS UNIT SHIFT COORDINATOR
Under direction, to plan, organize, oversee, train and lead the work of staff within a shift of the Records Unit; and to do other work as required.
The Sheriff's Office patrols County roads and rivers, investigates crimes, conducts search and rescue operations, obtains, secures and processes evidence and confiscated property, and operates the County jail. The Sheriff's Office jurisdiction includes the unincorporated areas of the County and cities within the County that contract for law enforcement services.
The Sheriff's Records Unit Shift Coordinator leads the work of Records Unit staff assigned to a particular work shift. Incumbents ensure that the operations and work performed is done in accordance with law enforcement and procedure guidelines. Duties include assigning and balancing the work load of assigned staff of an assigned shift, communicating with other Records Unit employees from shift to shift, passing on work from shift to shift, overseeing the quality control of the work done on their shift, correcting problems with work, overseeing training and making training suggestions to supervisor, and answering questions.
The Sheriff's Records Unit Shift Coordinator differs from the Sheriff's Office Manager who has full supervisory authority over all lead personnel and staff within the Records Unit and its functions.
Duties may include but are not limited to the following:
- Assigns and balances work load of staff assigned to shift; communicates with Records Unit employees from shift to shift; passes work from one shift to the next; works with employees to complete task as necessary; performs general Records Unit tasks.
- Oversees quality control of work performed and completed on assigned shift; corrects problems with work and makes training suggestion to the supervisor if needed; handles questions and issues as they arise when Manager is not present.
- Prepares accurate written documentation regarding employee's assigned work and work product issues; provides information and documentation to Manager for evaluations and training files; coordinates, organizes and participates in and provides input in interview process for new employees.
- Assists with shift scheduling and call outs for overtime for assigned shift depending on work load; assigns breaks and approves overtime for staff of assigned shift; assists Law Enforcement Data Systems (LEDS) Representative with LEDS training and certifications for department and other law enforcement agencies with LEDS contracts through the agency.
- Serves as the Sheriff's Office Records Custodian for the courts in the absence of the Manager; participates and serves on various committees; communicates information to the Records Unit Manager; resolves problems and questions for the public if a Records Unit staff employee is not available; uses appropriate resources for maintenance and/or repairs for office and office equipment.
- Communicates training updates with employees on assigned shift; provides and oversees training; assist and provide input on training procedures regarding new laws and ordinances that pertain to the Records Unit; creates and maintains written records procedures in Field Training Evaluation Program (FTEP) and attends weekly training with trainer and trainee during FTEP.
REQUIRED KNOWLEDGE AND SKILLS
Considerable knowledge of: Principles and practices of the Clackamas County Sheriff's Office and of the Records Unit; policies, procedures, ordinances, statues, laws, regulations and Sheriff's Office General Orders related to police records and document processing; Peace Officers’ Association (POA) contract; Field Training Evaluation Program guidelines as related to Records Unit.
Working knowledge of: Principles and practices of office procedures and equipment, maintenance and repair resources; vendor contracts and policies; computer operations, computer systems, administrative rules using access, use and dissemination of data, interpretation of data in Law Enforcement Data Systems, National Crime Information Center, Imaging and other agency systems; basic principles and practices of personnel supervision, lead work and training; general concepts and techniques of prioritizing, organizing work and time management.
Skill to: Communicate effectively, both orally and in writing; establish and maintain effective working relationships with other County departments, and other law enforcement agencies; deal with public; teach and instruct staff in office procedures, policies and records unit work; demonstrate accurate skills in keyboarding, data evaluation, filing, organizing records, identifying and correcting data discrepancies.
Must have successfully completed the Field Training Evaluation Program (FTEP) within the last three (3) years.
Must possess a Notary Public license for the State of Oregon within 30 days of date of hire.
Must successfully pass an extensive background investigation including national fingerprint records check.
Must pass a pre-employment drug test.
Driving may be necessary for County business. For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license. Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation. For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.
MINIMUM RECRUITING STANDARDS
Any satisfactory combination of experience and training that demonstrates possession of the required knowledge and skills.