Public Safety Support Operations Division Manager
PUBLIC SAFETY SUPPORT OPERATIONS DIVISION MANAGER
Under general direction of the Chief of Police and/or Fire Chief; maintains oversight and leads the activities of the Support Operations Division serving both the Police Department and Fire Department. Position provides direction to meet City goals and to coordinate with other service areas, agencies, boards, commissions and the public. Performs other job related work as required.
The Public Safety Support Operations Division Manager performs administrative and management duties with substantial authority, oversees, leads and directs technical, financial, statistical and other analytical support, research and special project management; supervises sensitive, confidential specialized record maintenance; oversees and ensures legal compliance and budgetary expenditures, supervises staff; and may fulfill other assignments in functional areas such as supervising various other administrative, accounting or technical functions.
The Public Safety Support Operations Division Manager is responsible for staff and activities of a special nature within the non-sworn functions and programs of the police department and fire department. Assigned to serve both the Police Department and Fire Department, the Public Safety Support Operations Manager has responsibility for records management, evidence and property room management and front counter reception services, and related non-sworn functions; to oversee the acquisition, maintenance, and enhancement of technical communication, records, and other automated systems; and to provide highly complex staff assistance to the Chief of Police and Fire Chief.
The position is also responsible for coordinating the design, maintenance, implementation, and administration of emergency service communications, records, and related automated systems, working collaboratively with the Cityís Information Technology Division.
This position is assigned to Turlock Management Association Ė Public Safety (TMAPS) for Labor Relations purposes and is considered exempt under the Fair Labor Standards Act (FLSA).
SUPERVISION RECEIVED AND EXERCISED
The Public Safety Support Operations Division Manager receives general supervision by the Chief of Police and Fire Chief.
The incumbent provides direct supervision to subordinate level supervisory and clerical or technical staff within assigned support service area.
This is a mid-management classification responsible for the supervision of discrete sub-divisional organizational component(s) and programs/functions within a department as determined by the Department Director (Chief), City Manager and City Council. This position exercises policy interpretation and application for assigned program/functional area. Demonstrates professional and technical competence while working as a team member and exercises independent judgment in a number of confidential and sensitive areas. Duties and responsibilities are performed in accordance with municipal codes, ordinances, City policy, and related regulating entities.
EXAMPLE OF DUTIES: - Duties may include, but are not limited to the following:
- Provides specialized support services and supervision within assigned area.
- Answers questions; provides information to the public, other City departments, and other agencies; recommends and coordinates corrective actions; investigates, reports, documents and resolves complaints.
- Performs research, compiles data, and conducts studies, as assigned.
- Maintains and oversees the police record management system; processes and provides custody and security of various records; files historical information, lists, certificates, contracts, agreements, claims, or other specialized documents or data related to assigned program area.
- Prepares a variety of technical reports, including reports for City Council; develops, and recommends, implements and documents policies and procedures.
- Performs audits or requests for information by providing research and reports, as needed.
- Prepares specialized budgets related to assigned activities; participates in budget implementation; Oversees implementation of budget; recommends regarding the forecast of additional funds; approves expenditures; implements mid-year adjustments; organizes and oversees the departmentís Annual Report; participates in budget forecasts; alerts Chief of Police and/or Fire Chief of problems detected in budget related to planned programs, projects or expenditures.
- Researches, prepares, submits, reviews, coordinates and follows up on grant requests from state and federal funding sources or other contracts or agreements, as assigned; assures insurance and other requirements are met.
- Provides assistance and coordination and makes presentations before various groups, including City Council, commissions, boards, committees, task forces, and on and off-site public meetings, as needed.
- Attends, facilitates or provides support, to include follow up or coordination, for various internal or external meetings, as assigned.
- Oversees the ordering or purchases including equipment or supplies; maintains related records and inventories.
- Oversees payroll process; provides required employee notices related to payroll; assures payroll is accurate and timely and meets all legal requirements.
- Provides, assists with or coordinates training to others, as needed.
- Supervises staff including provision of timely performance evaluations; recommends and implements approved discipline; provides staff development; and maintains high standards necessary for efficient, professional operations.
- Builds and maintains respectful, positive working relationships with staff, supervisors, outside agencies and the public using principles of good customer service; provides effective conflict resolution, as needed.
- Models appropriate professional supervisory conduct; maintains appropriate confidentiality of sensitive information; complies with and supports City policies and procedures, labor laws, and MOU provisions.
- Attends assigned meetings and training; interacts with outside agencies and commissions; participates in teams, or committees, as needed.
- Assures staff works in a safe manner; follows safety requirements; monitors and assures compliance with regulations and other legal requirements.
- Performs other duties, as assigned.
- Receives and responds to citizen information requests.
- Assists City Council and City Manager in responding to various inquiries related to citywide operations, policies, and programs including sensitive and political issues that may affect the organization as a whole.
- Ensures that appropriate City staff is informed of City Council policy direction issued at Council meetings; assists with follow up and implementation of City Council decisions and actions.
- Establishes and maintains working relationships with the Mayor, City Council members, City Council appointees, City staff, news media, other governmental organizations, and the public.
- Manages and plans, oversees and coordinates special or sensitive projects with City wide impact, as assigned.
- Research, recommend, monitor, procure, and oversee installation of enhancements to various communications system.
- Oversees daily operations of Property/Evidence; maintains legal compliance and chain of custody; conducts quarterly audit and internal spot checks of property room; assures safe physical storage and proper disposal of hazardous materials cleared for destruction.
- Oversees daily operations of Live Scan Fingerprint Program and Live ID processes.
- Works with various equipment including 800 MHZ systems, E9-11 systems, CAD Systems and related databases.
- Oversees the maintenance and upgrade of technology for the police and fire department.
- Oversees daily operations of Police Records Unit; processes information for Uniform Crime Report (UCR) to Department of Justus (DOJ), oversees maintenance of police reports, fire arson reports, sex offender registration records, narcotics violations and parking enforcement records.
- Maintains all department personnel records; appears at court when subpoenaed to produce officer personnel records; maintains Internal Affairs (IA) reports records.
- Tracks, calculates and reconciles departmental expenditures including travel, continuing education, POST reimbursement, phone and cell phone bills, credit card issuance/usage and purchases; authorizes expenditures within policy range.
- Reviews, tracks and reconciles bills for departmental expenditures.
- Provides oversight of technology problems or complaints; assures communication of changes in equipment, software, systems and processes to staff in clear, timely and appropriate manner with the Information Technology Staff.
- Performs budgetary forecasting relative to user fee revenue and operational expenses and makes recommendations for adjustments.
- Serves on or facilitates various specialized committees and task forces related to departmental operations.
- Prepares written guidelines regarding internal operational procedures.
- Calculates project costs and estimates costs of fees associated with police and fire functions.
- Analyzes a variety of operational data to evaluate trends and makes recommendations regarding policy changes.
- Prepares technical reports required by the City Council and State agencies in conformance with normal reporting cycles and deadlines.
- May coordinate and administer special programs and projects which have multiple departmental applications or are required by the State of Federal agencies.
- Performs other job related work as required.
- Modern principles, practices and techniques of a municipal public safety agency.
- Required training and certification requirements related to assigned program area.
- Technical and operational aspects of assigned function or program area.
- Statistical methods and principles.
- Modern office procedures, and methods including computer equipment, word processing, spread sheet, data base, graphic presentations and other needed specialized software applications, and internet and electronic communication usage and methods.
- Principles of financial record keeping and reporting; auditing; technical report writing and grant writing.
- Budgeting procedures and techniques.
- Principles and practices of supervision, staff selection, training and personnel management.
- Principles of effective record, file and archival management related to area of assignment.
- Principles of effective time management.
- Safe work practices and related regulations.
- Principles of conflict resolution and excellent customer service.
- Provisions, principles and practices of municipal structure and organization.
- Stays current with technology used in voice, data, 9-1-1, CAD, RMS, and MDC communication and information systems.
- Stays current with laws related to records retention, records release, records destruction, and records management.
- Effectively formulate, organize and manage sound divisional policy in the areas of police records and fiscal management.
- Interact with citizens and employees in an effective way that produces positive results.
- Implement City Council direction.
- Delegate authority and responsibility as well as schedule and program work.
- Plan, initiate, manage complex and multiple simultaneous work assignments; set priorities and organize work to meet deadlines.
- Lead, manage, evaluate and train personnel effectively and maintain discipline.
- Organize, implement and direct divisional goals within City objectives.
- Manage, project and administer a budget.
- Understand and comply with complex state and federal regulations, laws, codes, policies as related to assigned program area.
- Perform research; compile and analyze data and prepare technical reports.
- Understand City processes and procedures and specific requirements of assigned program area.
- Diagnose and troubleshoot complex problems and provide and coordinate appropriate solutions.
- Work with and control sensitive and confidential information and assure security for assigned program area.
- Create and maintain accurate and detailed record keeping systems.
- Facilitate and coordinate meetings or training.
- Develop and implement policies and procedures.
- Estimate, track and project revenues and expenditures.
- Plan, initiate, manage and complete complex and multiple simultaneous work assignments or projects with a minimum of direction.
- Research and write complex loan, grant and program documents and monitor processes, as assigned.
- Oversee contracts and legal agreements for requirements and compliance.
- Work irregular hours, which may include late night meetings.
- Lead, manage, evaluate and train personnel effectively and maintain discipline.
- Organize, implement and supervise assigned program goals and City objectives.
- Use computer and needed programs in a highly effective manner.
- Organize, analyze, manage and implement a variety of programs.
- Prepare, forecast and administer a budget.
- Establish and maintain respectful, effective and cooperative working relationships with those contacted in the course of work.
- Communicate effectively, orally, electronically and in writing.
EXPERIENCE AND EDUCATION
Three years of increasingly responsible technical, administrative or analytical experience in a public agency in related function areas or any experience that would have provided the opportunity to develop the required skills, knowledge and abilities. One of the three years of experience shall be in a lead or supervisory capacity.
Possession of a Bachelorís degree from an accredited college or university with significant course work in the areas of Business Administration, Public Administration, or related fields including specialized training in the area of accounting and financial management.
LICENSE OR CERTIFICATE
Possession of a valid California Driverís License in the category necessary to perform essential duties of the position may be required as the time of appointment. Maintenance of a valid California Driverís license and proof of automobile liability insurance is a condition of continued employment.
Vision adequate to operate vehicles and office equipment, read instructions and follow directions; hearing adequate to converse on telephone and in person; body mobility adequate to drive and perform required office duties including reaching and bending for files and related items; use of hands and fingers adequate for operating vehicles, writing, typing, computer, copier, and fax machine and related functions; ability to lift office files, binders and small office equipment, as needed.
Created June 2007
Revised February 2012
REVIEWED AND APPROVED: ___________________ DATE: _________________