Supervisor of Records Administration

City of New Haven
Within Local 3144 Range 7: $56,687 - $62,649 annualized
United States, Connecticut, New Haven
165 Church Street (Show on map)
Mar 28, 2025
Introduction We are seeking a highly organized and detail-oriented Supervisor of Records Administration to oversee the Police Records Division. This key leadership role is responsible for managing a team of approximately 20 Records Clerks and clerical staff in a 24/7 operation. The ideal candidate will have strong supervisory experience, a deep understanding of records management systems, and the ability to ensure compliance with department policies and regulations. If you have a background in administrative leadership, excellent organizational skills, and a commitment to maintaining accurate and secure records, we encourage you to apply for this vital position. PRIMARY FUNCTIONS This is a responsible supervisory, administrative, and managerial position overseeing the civilian staff of the Police Records Division. The work involves overseeing the design and implementation of record-keeping systems and ensuring effective management and supervision of clerical staff in records maintenance. The Supervisor of Records Administration is responsible for planning, directing, and evaluating clerical operations while ensuring compliance with organizational standards. This role includes direct supervision of approximately 20 Records Clerks, who work 24/7, and other assigned personnel. Work is performed under general supervision and is reviewed through conferences, reports, and evaluation of results. Note hours of work cover 24/7 operations: 8 am - 4 pm 4 pm - 12 am 12 am - 8 am TYPICAL DUTIES AND RESPONSIBILITIES Plans, schedules, and coordinates the operations of the Records Unit, including typing, filing, and record maintenance activities. Supervises and directs the maintenance, organization, and security of records in compliance with applicable policies and regulations. Trains department personnel in office equipment usage, filing systems, and department-specific record-keeping procedures. Oversees and evaluates the work performance of approximately 20 Records Clerks, clerical staff, and interns, providing coaching and feedback. Develops and implements office policies, workflow patterns, and process improvements to enhance efficiency and accuracy. Prepares informational reports, summaries, and analyses as required by management. Monitors workload distribution and reallocates resources as necessary to meet deadlines and departmental goals. Ensures adherence to confidentiality and data protection standards in all aspects of records management. May assist in hiring, onboarding, and development of clerical staff, ensuring adequate training. Performs related work as required. EDUCATION, QUALIFICATIONS & EXPERIENCE Graduation from college, business school, or secretarial school and 5 to 10 years of clerical experience in records preparation and maintenance, including 1 to 3 years in supervisory experience; or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills. KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES Considerable knowledge of modern office practices, procedures, equipment, and software including proficiency in Microsoft Office applications (Word, Excel, Outlook). Considerable knowledge of record preparation, organization, and maintenance, as well as designing and implementing effective record-keeping systems. Possession of knowledge, methods, and techniques necessary to direct, guide and assist staff members to fulfill their job responsibilities. Strong understanding of human behavior, management and leadership principles, team dynamics, and conflict resolution strategies. Ability to plan, organize, and supervise the work of a diverse clerical team that works 24/7. Proven ability to train and mentor staff in record-keeping procedures, office systems, and the use of applicable technologies. Skill and accuracy in typing and data entry; ability to create documents, spreadsheets, and correspondence. Competency in using email clients (e.g., Outlook, Gmail) and calendar applications for scheduling and managing correspondence. Ability to establish workflow patterns, allocate resources effectively, and streamline processes for maximum efficiency. Excellent communication skills, with the ability to effectively convey information clearly and concisely, orally, and in writing to employees and other stakeholders. Project management skills, with the ability to coordinate multiple initiatives, meet deadlines, and perform effectively under pressure. Excellent organizational skills with the ability to manage multiple tasks, prioritize effectively, and maintain attention to detail. Ability to handle sensitive information with discretion and maintain confidentiality of records. Excellent interpersonal skills: Ability to establish and maintain effective working relationships with employees, sworn staff of the Police Department, city officials, and other stakeholders. Proficiency in using standard office equipment such as copiers, scanners, telephones, and fax machines. Demonstrated ability to work effectively and sensitively in a diverse community, recognizing and respecting cultural differences, and fostering an inclusive environment. NECESSARY SPECIAL REQUIREMENTS Must obtain and maintain COLLECT certification as a condition of employment.* To support the division's 24/7 operations, this role may work either "A" or "B" shift. Shifts will include weekends. * T he Connecticut On-Line Law Enforcement Communications Teleprocessing (COLLECT) System is utilized throughout Connecticut to access valuable online State and Federal law enforcement resources. The COLLECT system is the statewide criminal justice system that is dedicated to the law enforcement and criminal justice agencies in the State of Connecticut. SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT This is a General Fund, "Tested" position. This position is included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees. Bargaining agreements available to review HERE. General Funded hires into this class are not covered by Social Security and will not pay Social Security taxes. They instead participate in the City Pension; the employee contribution rate is 10% of pay. Employment is contingent upon the successful completion of: (1) an extensive pre-employment background check performed to determine COLLECT eligibility, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City's Drug Free Workplace Policy, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment. Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana. Selection Plan Applications will be reviewed by the Department of Human Resources. Applicants must demonstrate within their submission that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date. It is critical that you complete the application thoroughly, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process.* Your application and resume should indicate that you meet the minimum requirements as listed. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated prior to the posted closing date. Information regarding the employment and selection process can be found HERE. Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department. We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position. Conclusion To apply for this opportunity: Complete your User Registration. You are encouraged to save your Applicant Profile for future use. You MUST click on the job posting you are interested in, and click Apply or Apply Online from within that posting. MAKE SURE the job you are applying for is named at the top of the page as you review your application! 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