Job Description

Office Administrative Supervisor

The Office Administrative Supervisor (OAS) is a key member of the Police Department's Command Staff, responsible for the planning, oversight, and efficiency of the Records and Clerical Division. This position supervises staff, develops and implements record-keeping procedures, and ensures compliance with all federal, state, and local data requirements. In addition, the OAS serves as the Department's Terminal Agency Coordinator (TAC), maintaining compliance with Bureau of Criminal Apprehension (BCA), Minnesota Justice Information Services (MNJIS), and National Crime Information Systems (NCIC) standards, and acts as the Responsible Authority Designee for Data Practices under the Minnesota Government Data Practices Act. Reporting directly to the Deputy Chief, the OAS provides leadership and oversight that are critical to the department's effectiveness, accountability, and operational success.

Essential Job Duties And Responsibilities:

• Oversees all Records/Clerical Division operations, including developing procedures, assigning workload, monitoring quality, and evaluating staff performance.
• Directly supervises Police Clerks, Police Records Technicians, and other assigned clerical personnel, including hiring, training, coaching, performance evaluations, and disciplinary actions.
• Serves as the Department's Terminal Agency Coordinator (TAC), acting as liaison with the Bureau of Criminal Apprehension (BCA), and ensures agency compliance with MNJIS and NCIC rules, regulations, and audits.
• Ensures the timely and accurate entry, validation, and maintenance of NCIC Hot Files (e.g., stolen property, missing persons, stolen vehicles, wanted persons).
• Reviews all departmental computer-based entries (NIBRS, NCIC, MNCIS) for accuracy, completeness, and compliance with legal requirements.
• Manages filing, retention, expungement, and disposition of all departmental records in compliance with state retention schedules and legal mandates.
• Reviews police reports before submission to county or city attorneys for charging and court processes.
• Prepares and proofreads correspondence, memoranda, minutes, and official reports on behalf of the department.
• Oversees the Department's Policy and Procedure Manual to ensure accuracy, updates, and compliance with laws and best practices.
• Acts as Responsible Authority Designee for data practices, ensuring appropriate release of information in compliance with privacy laws and departmental policy.
• Administers and manages user access for key systems, including but not limited to the Statewide Supervision System, Portals XL, DVS, eCharging, MRAP, PD RMS, HJIP (docSHOP, etc.), and MyBCA.
• Coordinates and manages required audits by the BCA and other governing bodies.
• Oversees onboarding and offboarding of all sworn and non-sworn employees, ensuring certification and access compliance.
• Researches, recommends, and manages purchases of office equipment and technology to support departmental operations.
• Provides direct administrative support to the Chief of Police and Deputy Chief, including data analysis and record-keeping assistance.
• Serves as a subject matter expert in records management and data compliance for sworn staff, attorneys, and external partners.
• Performs other duties and responsibilities as apparent or assigned.

Knowledge, Skills, And Abilities:

• Comprehensive knowledge of police records management systems, data practices, and retention requirements.
• Knowledge of Minnesota Government Data Practices Act, MNJIS, NCIC, and BCA certification requirements.
• Strong understanding of clerical management, office operations, and supervisory practices.
• Proficiency in Microsoft Office Suite, Adobe Suite, and law enforcement software applications.
• Excellent written and verbal communication skills, with the ability to prepare clear, concise reports, correspondence, and presentations.
• Strong leadership, mentoring, and team-building skills with demonstrated ability to manage and motivate staff.
• Ability to plan, organize, and prioritize multiple tasks independently while meeting deadlines.
• Ability to maintain confidentiality of sensitive and legally protected information.
• Strong interpersonal skills, demonstrating professionalism in interactions with staff, the public, attorneys, courts, and external agencies.
• Ability to adapt to changing laws, technologies, and priorities in a fast-paced law enforcement environment.
• Effective leadership and supervisory management, including hiring, training, mentoring, and performance evaluations.
• Strong organizational and prioritization skills with the ability to manage multiple projects independently, while adhering to directions and established protocol with little direction.
• Strong decision-making abilities exercising discretion, considering all factors, evaluating alternatives, and making independent judgment in a timely manner.
• Ability to adapt to constantly changing priorities in a dynamic work environment.
• Ability to foster both independently and collaboratively in a team-oriented environment; contributing openly, respectfully debating ideas, actively listening, and working towards consensus.
• Ability to work as part of a team and establish and maintain good and positive working relationships with the general public, City Council, contractors, businesses, staff, and other government agency personnel, displaying political agility and discretion.
• Ability to identify issues and proactively address them to position the City in a positive manner.

Minimum Qualifications:

• High School Diploma or Equivalent.
• 2+ years of experience providing administrative support and customer service.
• Criminal Justice Information Services (CJIS) Certification or the ability to obtain within 30 days of employment.
• MNJIS Terminal Operator Certification or the ability to obtain within six (6) months of employment.
• Intermediate to Advanced experience with Microsoft Office Suite programs.
• Valid Driver's License with a good driving record.
• Must be able to physically perform all essential duties of the position.

Desirable Qualifications:

• Associate's degree or higher in criminal justice, business administration, public administration, or related field.
• Comprehensive knowledge of BCA, CJIS, and MNJIS.
• 1+ years supervisory experience in a law enforcement records division.
• Advanced training in records management or law enforcement administration.
• Knowledge of the Minnesota Government Data Practices Act.
• Intermediate to Advanced experience with Adobe programs.

Supervision: Position is responsible for overseeing the Police Clerks and Police Records Technician. The role works independently with little supervision and is responsible for leading the police clerical administrative services functions for the police department.

Work Schedule: The typical work hours for this position are 7:00 a.m. through 3:30 p.m., Monday-Friday. Other hours may be necessary for City operational needs.

Working Conditions: Indoor and outdoor environments; exposure to computer screens; working closely with others; frequent interruptions. Possible exposure to inclement weather conditions, exposure to working with moving objects/vehicles. Duties require maintaining physical condition necessary for sitting, standing, walking for prolonged periods of time; kneeling, climbing, bending, and stooping, moderate lifting and carrying; general manual dexterity; adequate hearing, vision, and speech required; and must be able to operate assigned equipment and vehicles. This position description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the City and requirements of the job change.

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