Supervisor, Records Management

General Job Information

There is only one city in the country that can say it is the Nation's Capital - Washington, D.C. Given that distinction, the Metropolitan Police Department is the premiere law enforcement organization in the city. We receive over 22 million visitors a year, have almost 700,000 residents, and 21,000 private business. The Department consists of more than 4,200 members: approximately 3,550 sworn members and over 650 civilian employees. We are one of the most diverse and highly trained departments in the country. We have the honor of safeguarding and protecting not only our nation's residents, but also people from all over the world.

The Metropolitan Police Department (MPD) offers an attractive benefits package. The benefits package includes competitive compensation, health insurance, prescription drug coverage, dental, vision, short- and long-term disability and life insurance, as well a strong retirement benefit and saving options. Employees are also eligible for our employer contributed 401a plan after one year of employment. Additional perks such as discounts on wireless carriers, gym memberships, amusement park tickets and much more! Additional information can be found at: DCHR Benefits

The position is located in the Metropolitan Police Department (MPD), Technical and Analytical Services Bureau (TASB), Records Division (RD).

The primary responsibility of this position is to oversee, plan, and coordinate the daily city-wide services provided by immediate reports, such as but not limited to, providing criminal background and history records, fingerprint services, firearms registration application processing, and responding to Court Actions, to ensure quality of services and smooth operations.

The incumbent will be responsible for the following:

• Oversees the planning, coordination, and daily activities of the unit to ensure smooth operations and compliance with relevant statutes, regulations, policies, and procedures to include providing training, coaching, and orientation to detailed sworn and civilian employees.

• Supervises the intake of all applications for firearms registration, concealed carry pistol licensing, and Law Enforcement Officers Safety Act (LEOSA) permitting.

• Ensures that requests for criminal records/history and background checks received are timely and accurately processed, verified, and that established procedures are observed and complied with (i.e., checking the proper identity of the requestor) prior to entertaining the requests and releasing the records/documents.

• Reviews applications and additional paperwork to ensure that the documents are accurate and properly completed and entered into the appropriate registration database and tracking systems.

• Manages fingerprints investigative information and disseminates fingerprint files.

• Provides information and guidance on the various application procedures and requirements to register or license specific items (i.e., gun) mandated by the District.

• Receives and responds to telephone and mail inquiries. Ensures all staff are in compliance with all customer services standards and that all inquiries are responded to in a timely manner and in accordance with the established timeline and/or standard. Resolves conflicts in the interpretation of information and procedural guidelines.

• Reviews and distributes daily work of the Office; plans and prioritizes work to be accomplished by employees; sets goals and adjusts work priorities, workloads, and office coverage.

• Writes business memos, project and procurement requests and justifications, reports with statistical data, standard operating procedures, and similar documents.

• Ensures requests comply with timeframe specified in the guidelines; monitors and tracks all Section requests to avoid non-compliance.

• Monitors documents available for public access and ensures information is up to date. Oversees compliance with requests received by Court Order such as Sealing, expungements, set asides, close out of deceased, and other similar actions.

• Monitors consistency in employee services to verify that background checks are made for walk-in customers. Ensures that subordinates are verifying proof of identity at the counter from the persons requesting criminal history background reports.

• Ensures that the warrant of arrest was coordinated or relayed to the proper authority.

• Ensures the accuracy of information provided for criminal arrest history reports, for outstanding warrants, etc., that is collected from various law enforcement systems.

• Ensures records retention schedules and archiving processes and procedures are in compliance with applicable federal, state, and District laws and regulations.

• Responds to inquiries regarding the laws, procedures, and processes that govern local and national criminal background checks.

• Evaluates the operations and procedures of the Unit and recommends revisions as appropriate.

• Performs a full range of supervisory functions to include: assign, direct, and review the work of subordinate staff; administer leave and attendance; evaluate staff performance; recommend hiring, promotions, status changes, awards, disciplinary actions, and terminations; plan, schedule, and coordinate work operations to achieve optimal combination of employees and assignments including resource realignment and/or restructuring plans; address issues or problems related to work operations; negotiate and troubleshoot employee concerns, grievances, and other matters involved in the daily administration of labor-management concerns; provide coaching; develops performance metrics and standard operating procedures; address disciplinary problems; and provide governance over staff development and training plans.

• Performs other related duties as assigned.

Licensures, Certifications and other requirements

Must possess and maintain a valid US driver's license.

Education

Bachelor's degree in data management or related field, preferred.

Work Experience

Applicants must have at least one (1) year of specialized experience equivalent to the CS-09 grade level in the District of Columbia government service, or its non-District equivalent, gained from the public or private sector. Specialized experience is defined as experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position directly related to supervising staff related assignments such as but not limited to, data management, including digital fingerprinting and criminal background management, or other similar assignments.

• Demonstrated ability to communicate effectively and prepares and presents reports and recommendations.

• Demonstrated understanding of and ability to apply applicable District, states, and federal laws, ordinances, and guidelines relating to law enforcement records, law enforcement codes and terminology, law enforcement database applications, and criminal justice system terminology and proceedings.

• Demonstrated knowledge of and ability to use Integrated Automated Fingerprint Identification System (IAFIS), WALES/National Crime Information Center (NCIC) database, the Criminal Justice Information Systems (CJIS), and National Integrated Ballistics Information Network (NIBIN), Linx, and Cobalt.

• Proficiency in Microsoft 365 (Word, Excel, Access, PowerPoint, Outlook) and ability to learn and

• use the software and other electronic equipment adapted by the agency to efficiently perform the job

• Knowledge of D.C. Criminal Codes to firearm registration and licensing, and requirements to be licensed.

• Skill in analyzing situations effectively and recommend an effective course of actions; ability to relate to individuals at all socioeconomic levels across cultural lines; and possession of strong problem-solving and analytical skills, identification and resolution of conflicting information.

• Ability to provide excellent customer service to people of diverse backgrounds, with tact, professionalism, and courtesy.

• Skill in identifying and resolving red flags in background details. Ability to analyze information and evaluate alternative options to choose the best solution and solve problems.

• Knowledge of or ability to learn conducting fingerprints, operating Live Scan Machine, and manual ink fingerprinting.

• Knowledge of or ability to learn to use WALES/NCIC National Crime Index Center and the Criminal Justice Information Systems CJIS, NICS, Linx, and Cobalt to check applicants' criminal history for eligibility, and query for the dispositions on any arrests.

Work Environment

Work location is in an office environment. Work is sedentary and may require walking and standing in conjunction with travel and attendance at meeting and conferences away from the work site and carrying light items, such as laptops, papers, books, small parts, and driving an automobile.

Other Significant Factors

This position may be considered an emergency or essential position per DPM Chapter 12. This position operates within the confines of a 24/7 operation. Incumbent of this position is required to provide after-hours on call technical support including weekends and holidays. Incumbent may also be subjected to rotating shifts, weekend work and changes in days off.

This position is deemed as "Security Sensitive" pursuant to Section 410 of Chapter 4 of the D.C. Personnel Regulations, in addition to the general suitability screening, individuals applying for or occupying security sensitive positions are subject to the following checks and tests:

a. Criminal background check;

b. Traffic record check (as applicable);

c. Consumer credit check (as applicable);

d. Reasonable suspicion drug and alcohol test; and

e. Post-accident or incident drug and alcohol test.

A background investigation including criminal history, traffic, and credit checks is required for positions within the Metropolitan Police Department.

This position is "At Will". At will employment applies to the Management Supervisory Service (MSS). All positions and appointments in the MSS serve at the pleasure of the appointing authority and may be terminated at any time with or without cause. This position is not in a collective bargaining unit.

If the position you are applying for is in the Career, Management Supervisory, or Educational Service at an annual salary of one hundred fifty thousand dollars ($150,000) or more, you must establish residency in the District of Columbia within one hundred eighty (180) days of the effective date of the appointment and continue to maintain residency within the District of Columbia throughout the duration of the appointment.

The District of Columbia Government is an Equal Opportunity Employer: all qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability. Sexual harassment is a form of sex discrimination, which is also prohibited. In addition, harassment based on any of the above-protected categories is prohibited.

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