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01/04/2022 - AGENDA ITEM 5 - CONSIDERATION OF JOB DESCRIPTIONS AND SALARY GRADES FOR POLICE RECORDS SUPERVISOR AND POLICE RECORDS MANAGERAGENDA ITEM NO. 5 AGENDA STAFF REPORT City of West Covina I Office of the City Manager DATE: January 4, 2022 TO: Mayor and City Council FROM: David Carmany City Manager SUBJECT: CONSIDERATION OF JOB DESCRIPTIONS AND SALARY GRADES FOR POLICE RECORDS SUPERVISOR AND POLICE RECORDS MANAGER RECOMMENDATION: It is recommended that the City Council adopt the following resolution: RESOLUTION NO.2022-01 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE UPDATE OF THE POLICE RECORDS SUPERVISOR SPECIFICATION AND ESTABLISHING THE POLICE RECORDS MANAGER CLASSIFICATION BACKGROUND: As part of the City's ongoing process of maintaining its position classification plan, the Human Resources Department, as needed, reviews class specifications to ensure that our position specifications are in alignment with current standards, requirements, and qualifications. This review further ensures that required skills, knowledge and abilities, and essential functions of each classification are in alignment with current demands and comparable with similar classifications within the public sector labor market. DISCUSSION: Historically, the West Covina Police Department's Records Bureau has been staffed with Records Specialists, supervised by a Records Supervisor (current position), with management oversight of the bureau through the Support Services Captain. In the fiscal year 2010/11, in the aftermath of a global recession, the Police Department reduced its management staffing to include a Captain position, which was designated to oversee the Support Services Division (includes Records/ Dispatch). With the loss of this position, the assigned Records Supervisor was tasked with the additional management duties and oversight of the Records Bureau, thus transitioning the Records Supervisor position into a "defacto" Records Manager assignment. Besides incremental raises through labor negotiations, the compensation for the West Covina Police Department's Records Supervisor was never adjusted to compensate for the additional duties assigned, falling short of industry -standard compensation for a Records Manager position. As such, in December 2020, the Department's Records Supervisor left for a Records Manager position with another local police department, leaving a void in the supervision and oversight of our records division. As a temporary solution, a Police Lieutenant was assigned to manage the Department's Records Bureau while a more permanent solution could be established. Due to recent personnel movement, the Lieutenant assigned to oversee the Records Bureau was needed to be reassigned to the Patrol Division to assume Watch Commander duties, thus creating a crucial void in the oversight and management of the Records Bureau. Due to this current situation, the Police Department is requesting the creation of the Records Manager position in an attempt to become current with industry standards, and provide proper management and oversight to our Records Bureau. Additionally, the Department's property and evidence section are currently being collaterally supervised by a Detective Sergeant, under the overall supervision of the Detective Lieutenant. Both the Detective Sergeant and Lieutenant positions are rotational assignments, leaving property and evidence personnel with inconsistent management and oversight. Industry Standard Through an analysis of selected survey cities, Records Bureau management is generally performed by a Civilian Records Manager position or by a Police Lieutenant. In cities where a civilian Records Manager position exists, the Records Manager is assigned to oversee Records, Property, and Evidence, and/ or Communications (Dispatch). In cities where a Police Lieutenant is assigned, that Lieutenant generally oversees all Support Services (Communications, Records, Property/ Evidence, Community Outreach/ Neighborhood Watch, IT, etc.) within the organization. In these instances, there are supervisors assigned to those areas of oversight to handle the day-to-day supervision of those units. Currently, the West Covina Police Department does not have the staffing at the Lieutenant level to take on the supervision of the Records Bureau. Proposal To provide proper management and oversight of the Police Department's Records Bureau, increase efficiency, provide consistency in supervision, and create a path for professional growth, it is proposed that a Records Manager position be established; and the requirements and duties of the existing Records Supervisor position be amended as proposed. These proposed changes will also provide proper management and oversight, consistency in supervision, and increase efficiency for the Department's Property and Evidence section. The proposed salary grades are as follows: Position Title][Bargaining Unit Salary Grade Step 1 Step 2 Step 3 Step 4 Step 5 Police Records Supervisor id -Management xxx $5,881 $6,190 $6,516 $6,859 7,220 Police Records Manager id -Management xxx $7,995 $8,395 $8,815 $9,256 9,719 These items were approved by the West Covina Middle Management Bargaining Unit Association. On December 15, 2021, the Human Resources Commission approved the Police Records Supervisor and Police Records Manager positions. LEGAL REVIEW: The City Attorney's Office has reviewed the resolution and approved it as to form. Prepared by: Helen Tran, HR/Risk Management Director Attachments Attachment No. 1 Resolution No. 2022_01 Police Records Manager and Supervisor Attachment No. 2 Exhibit A Proposed Police Records Supervisor Attachment No. 3 Exhibit B Proposed Police Records Manager CITY Enhance City Image and Effectiveness COUNCIL GOALS & OBJECTIVES: ATTACHMENT NO. 1 RESOLUTION NO. 2022-01 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE UPDATE OF THE POLICE RECORDS SUPERVISOR SPECIFICATION AND ESTABLISHING THE POLICE RECORDS MANAGER CLASSIFICATION THE CITY COUNCIL OF THE CITY OF WEST COVINA HEREBY FINDS, DETERMINES, AND DECLARES AS FOLLOWS: WHEREAS, the Human Resources Department, as needed, reviews class specifications and/or pay grades to ensure position specifications and compensation are in alignment with current demands and comparable with similar classifications within the public sector labor market; and WHEREAS, the Human Resources Department reviewed the specification for the Police Records Supervisor and determined updates to such specification are needed; and WHEREAS, the Human Resources Department also determined it was necessary to establish a new Police Records Manager classification to increase efficiency, provide consistency in supervision, and create a path for professional growth within the Police Department; and WHEREAS, on December 15, 2021, the Human Resources Commission reviewed and approved the update of the existing class specification for the Police Records Supervisor as set forth in Exhibit A, attached hereto and incorporated herein, and establishing the Police Records Manager classification with the specification set forth in Exhibit B, attached hereto and incorporated herein; and WHEREAS, on December 15, 2021, the Human Resources Commission also reviewed and approved the salary grade for the new Police Records Manager classification; and WHEREAS, the City Council desires to approve the updated Police Records Supervisor specification and the establishment of the Police Records Manager classification and the specification for said classification; and WHEREAS, the City Council also desires to approve the new salary grade for the Police Records Manager classifications. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA HEREBY RESOLVES AS FOLLOWS: SECTION 1. The City Council hereby approves the update to the existing class specification for the Police Records Supervisor as set forth in Exhibit A and the establishment of the Police Records Manager classification and the specification for said classification as set forth in Exhibit B. SECTION 2. The City Council hereby approves the following salary grade for the Police Records Manager classification: Steps 1 2 3 4 5 Monthly $7,995 $8,395 $8,815 $9,256 $9,719 SECTION 3. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately. APPROVED AND ADOPTED this 4th day of January, 2022. APPROVED AS TO FORM Thomas P. Duarte City Attorney Dario Castellanos Mayor ATTEST Lisa Sherrick Assistant City Clerk I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2022-01 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 4th day of January, 2022, by the following vote of the City Council: AYES: NOES: ABSENT: ABSTAIN: Lisa Sherrick Assistant City Clerk EXHIBIT A 14WIM--9 /:11-11■-3 [w-M-149xyly[H_AI[aP►MEgolm[d:8:ION:ismk4/_10/_<<]4N EXHIBIT A PROPOSED CITY OF WEST COVINA CLASSIFICATION SPECIFICATION Class Title: POLICE RECORDS SUPERVISOR Bargaining Unit: MID -MANAGEMENT Class Code: POL REC SUP Salary Grade: MMXXX Salary: $64,188 - $86,640 Annually FLSA: EXEMPT Date Updated: JOB SUMMARY Under the direct supervision of the Police Records Manager; plans and supervises personnel and activities related to the processing and maintenance of criminal records in the Police Department; coordinates the records function with other sections of the Department and with the court and related agencies; and does related work as required. ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class. 1. Supervises the day-to-day activities of assigned records personnel. 2. Functional supervision of the police lobby and front desk. 3. Schedules, evaluates, and assigns work to records personnel. 4. Supervises the typing, indexing, filing, and cross-referencing of data utilized in the documentation of police activities and related matters. 5. Supervises the coding of police reports for computer application. 6. Evaluates record -keeping processes, equipment, and supplies and makes recommendations for change and improvement. 7. Develops record -keeping procedures and techniques and prepares directives which outline these procedures and techniques. 8. Assists with records personnel functions as required. 9. May be required to fill records vacancies. 10. May be required to assist with matron duties. 11. Handles the deposit of miscellaneous cash for bail deposits, etc., with the court. 12. Interacts with members of the public, attorneys, and victims of crime regarding release of records, reports, and other documents related to police activities. Interprets which records can be released and which ones are protected by confidentiality laws. 13. Works with representatives of other law enforcement agencies on matters pertaining to record -keeping functions. 14. Additional duties assigned related to the Supervision and Management of the Police records Bureau. Police Records Supervisor - PROPOSED Page 2 of 3 GENERAL QUALIFICATIONS Knowledge of: 1. Operational characteristics, services, and activities of a police records bureau. 2. Modern and complex principles and practices of records management. 3. Principles of supervision, training, and performance evaluation. 4. Pertinent Federal, State, and local laws, codes, and regulations including those governing the release of information. 5. Principles and practices used in dealing with the public. Ability to: 1. Operate modern office equipment including computer equipment and software and the Department's specialized computer systems and equipment. 2. Supervise and coordinate the work of Police Records Specialists. 3. Organize, direct, assign, and schedule workload. 4. Supervise, lead, train, mentor, motivate, instruct, coach, and evaluate records personnel initiate and recommend personnel actions. 5. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of organizational goals. 6. Interpret, apply, explain, and enforce the policies, procedures, laws, codes, and regulations pertaining to the Records and Property and Evidence Section. 7. Prepare and maintain accurate and complete records. 8. Prepare clear and concise reports. 9. Coordinate activities with other divisions within the Police Department. 10. Maintain confidentiality of sensitive information and data. 11. Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs. 12. Respond to requests and inquiries from the general public, police agencies, District Attorney's Office, City Attorney, City Staff, as well as other requesting entities as required. 13. Communicate clearly and concisely, both orally and in writing. 14. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. MINIMUM QUALIFICATIONS Education, Training, and Experience Any combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. Incumbents will possess the most desirable combination of training, skills, and experience as demonstrated by past and current employment. High school diploma required. Competency in Basic English and Mathematics. College course work in criminal justice, business administration, public administration, or a related field is desired. A minimum of two years of experience in a law enforcement records bureau environment. Police Records Supervisor - PROPOSED Page 3 of 3 Licenses/ Certificates/ Special Requirements 1. A valid California Class C Driver's License with a satisfactory driving record is required. PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, employee regularly performs extensive and repetitive physical activity involving the arms, wrists, and hands, including writing, and using a keyboard. The employee is also regularly required to sit, talk, or hear, both in person and by telephone. The position also requires the occasional need to lift and carry materials and supplies weighing up to 25 pounds. Specific vision abilities required include close vision and the ability to adjust focus. SUPPLEMENTAL INFORMATION The City of West Covina is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the city will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Exhibit B PROPOSED CITY OF WEST COVINA CLASSIFICATION SPECIFICATION Class Title: POLICE RECORDS MANAGER Bargaining Unit: MID MANAGEMENT Class Code: REC MGR Salary Grade: MMXXX Salary: $95,940 - $116,628 Annually FLSA: EXEMPT Date Updated: JOB SUMMARY Under general direction of a Police Captain or designee; supervise, plan and coordinate the activities and operations of the Records Bureau and Property and Evidence Section of the Police Department; and to perform a variety of specialized tasks and professional work relative to the assigned area. ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class. 1. Coordinates the organization, staffing, and operational activities of the Records Bureau and the Property and Evidence Section of the Police Department; to include the maintenance of a variety of confidential files and records. 2. Develops, implements, and directs policies, programs, and procedures necessary for the efficient operation of assigned functions. 3. Review and interpret State codes, legislation, and regulations; recommend policies for the dissemination and release of criminal and related records and property in compliance with codes and regulation. 4. Advises and provides assistance to other Police personnel regarding bureau activities and the operation of automated records systems. 5. Dissemination and sealing of criminal records and reports, and processing of complaints, arrests, and citations for the courts and District Attorney. 6. Responsible for the dissemination of records and property in response to criminal and civil request in accordance with policy and state/ federal laws and mandates; to include public records requeststsubpoenas. 7. Review, implement and interpret operating policies and procedures and submit recommendations for change; develop procedure and training manuals and documentation 8. Make appearances in Court if needed to ensure the authenticity of police reports. 9. Serve as the Department's Agency Terminal Coordinator/Liaison to the California Department of Justice and Federal Bureau of Investigation. 10. Provide annual statistical data to State and Federal agencies as required. 11. Provide California Department of Justice mandated telecommunications re-training every two years to all Police Department personnel, sworn and civilian. Police Records Manager - PROPOSED Page 2 of 4 12. Investigate complaints, violations, errors, and sub -standard performance; handle grievances and/or disputes, participate in addressing and resolving labor relations issues. 13. Effectively recommends disciplinary action as needed up to and including termination. 14. Direct, coordinate, and review the work plan for the Police Records and Property and Evidence Section; meet with staff to identify and resolve problems; assign work activities and projects; monitor workflow; review and evaluate work products, methods, and procedures. 15. Oversight of the selection, training, and evaluation of assigned personnel. 16. Makes effective recommendations regarding hiring, promotion, andtransfer. 17. Identify opportunities for improving service delivery methods and procedures; review with appropriate management staff; implement improvements. 18. Participate in the development and administration of the Police Records and Property and Evidence Section budget; forecast additional funds needed for staffing, equipment, materials, and supplies;directthe monitoring of expenditures; recommend adjustments as necessary. 19. Participate in the development and coordination of department goals and objectives, as well as policies and procedures necessary to provide services; establish within City policy, appropriate service and staffing levels; allocate resources accordingly. 20. Coordinate Police records and Property and Evidence operations and services with those of other divisions and outside agencies and organizations; provide staff assistance to management staff. 21. Act as Custodian of Records, including Sex, Narcotics, and Arson offender files; serve as liaison between the California Department of Justice violent Crime Information Network program and the West Covina Police Department. 22. Take necessary action to ensure compliance with courtorders. 23. Supervise the maintenance of records and files; monitor a computerized records management system; develop modifications to design police automated records management information systems to conform to state reporting requirements and needs of the Department. 24. Compile and edit various monthly and annual reports; prepare a variety of internal and administrative statistical reports. 25. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of records management and property and evidence. 26. Consult with outside law enforcement agencies regarding compliance with recent records and property and evidence law developments. 27. Functions as a member of the command staff for the purposes of determining methods to improve the operations of the Police Department. 28. Perform related duties and responsibilities as assigned. GENERAL QUALIFICATIONS Knowledge of: 1. Operational characteristics, services, and evidence management program. 2. Modern and complex principles and management. and activities of a police records and property practices of records and property and evidence Police Records Manager - PROPOSED Page 3 of 4 3. Principles of budget preparation and control. 4. Principles of supervision, training, and performance evaluation. 5. Pertinent Federal, State, and local laws, codes, and regulations including those governing the release of information. Modern office practices, methods, and computer equipment. 6. Operating characteristics, policies, and procedures of the Department's computer systems. Principles and practices used in dealing with the public. Safe driving principles and practices. Ability to: 1. Operate modern office equipment including computer equipment and software and the Department's specialized computer systems and equipment. 2. Manage and coordinate the work of supervisory, technical, and administrative support personnel. 3. Organize, direct, assign, schedule workload and implement an effective Records and Property and Evidence operation; schedule deployment of personnel to fit the needs of the department. 4. Select, supervise, lead, train, mentor, motivate, instruct, coach, and evaluate staff; initiate, recommend, and carry out personnel actions. Create a workplace that fosters a team environment. 5. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Independently perform the full range of responsible and difficult analytical and administrative work involving the use of independent judgment and personal initiative. 6. Interpret, apply, explain, and enforce the policies, procedures, laws, codes, and regulations pertaining to the Records and Property and Evidence Section. 7. Prepare and maintain accurate and complete records. 8. Prepare clear and concise reports. 9. Prepare and administer complex budgets; allocate resources in a cost-effective manner. 10. Coordinate activities with other divisions within the Police Department. 11. Maintain confidentiality of sensitive information and data. 12. Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs. 13. Respond to requests and inquiries from the general public. 14. Communicate clearly and concisely, both orally and in writing. 15. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. MINIMUM QUALIFICATIONS Education. Training. and Experience Any combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. Incumbents will possess the most desirable combination of training, skills, and experience as demonstrated by past and current employment. Police Records Manager - PROPOSED Page 4 of 4 Equivalent to a bachelor's degree from an accredited college or university with major course work in criminal justice, business administration, public administration, or a related field. Six years of increasingly responsible experience in a law enforcement records bureau environment including at least 1 year of law enforcement supervisory responsibility. Licenses/ Certificates/ Special Requirements 1. A valid California Class C Driver's License with a satisfactory driving record is required. PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, employee regularly performs extensive and repetitive physical activity involving the arms, wrists, and hands, including writing, and using a keyboard. The employee is also regularly required to sit, talk, or hear, both in person and by telephone. The position also requires the occasional need to lift and carry materials and supplies weighing up to 25 pounds. Specific vision abilities required include close vision and the ability to adjust focus. SUPPLEMENTAL INFORMATION The City of West Covina is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the city will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.