The Role
Supervises records and clerical staff supporting GCIC, NCIC, CJIS, and Central Records operations. Oversees schedules, training, quality assurance, records maintenance, system access certifications, audits, compliance, documentation, customer service, reporting, and administrative processes. Ensures records accuracy, security, retention, timely updates, and adherence to criminal justice information requirements while addressing violations and coordinating corrective actions.
Summary Generated by Built In
GENERAL STATEMENT OF JOBMust possess the following certifications:
This classification supervises employees involved in providing administrative and clerical support in the daily operations of assigned department Central Records, Criminal Justice Information System (CJIS), Georgia Crime Information Center (GCIC), and National Crime Information Center (NCIC) functions to conduct quality assurance for records and documents activities and integrity and security of said records and documents. Please view FULL JOB DESCRIPTION ATTACHED (located at the bottom of this page) before applying.
SPECIFIC DUTIES AND RESPONSIBILITIESEssential Functions:
- Supervises, directs, and evaluates assigned staff; develops and oversees employee work schedules to ensure adequate coverage and control; compiles and reviews timesheets; approves/processes employee concerns and problems and counsels or disciplines as appropriate; assists with or completes employee performance appraisals; directs work; and trains staff in operations, policies, and procedures.
- Organizes, prioritizes, and assigns work; prioritizes and schedules work activities to meet objectives; ensures that subordinates have the proper resources needed to complete the assigned work; monitors status of work in progress and inspects completed work; consults with assigned staff to assist with complex/problem situations and provide technical expertise; provides progress and activity reports to management; and assists with the revision of procedure manuals as appropriate.
- Conducts quality assurance of records and documents; reviews accuracy of files to be archived; interprets and enforces departmental policies and procedures related to records maintenance functions, such as validity, accuracy and deadlines; ensures accuracy and completeness of records and documents; certifies documents.
- Oversee GCIC/NCIC operations, including transaction accuracy, required record validations, timely updates, and quality-control reviews.
- Coordinates system access required training and certifications, and audit preparation with designated personnel; maintains compliance documentation.
- Monitors compliance with applicable GCIC/NCIC and CJIS requirements; reports suspected misuse or security violations and coordinates corrective action.
- Interprets and enforces all applicable codes, laws, rules, regulations, standards policies and procedures regarding release of records and information; initiate any actions necessary to correct deviations or violations.
- Conducts various administrative duties for the department; assists with project management; reviews budgets and grants; orders supply; inputs time and leave usage; performs accounts payable and accounts receivable functions; schedules training for department employees.
- Supervises the performance of and performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; responds to routine questions and complaints; research problems and initiates problem resolution; refers complaints/problems to appropriate personnel.
- Processes a variety of documentation associated with department operations within designated timeframes and per established procedures receives, reviews, records, prepares, types, and/or distributes documentation, including billing invoices, cash, checks and money orders, lab reports, records requests, medical records, statistical reports, toxicology reports, performance appraisals, and other documents; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records; submits or forwards documentation to appropriate personnel.
- Supervises the maintenance of and maintains file system of various files/records; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
- Supervises the distribution of and distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, mail, or other documentation; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
- Research, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
- Operates or uses various equipment and supplies to complete work assignments; operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment a necessary to complete essential functions.
- Communicate with supervisors, other employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
- Performs other related duties as required.
- Associate's Degree in Criminal Justice, Law Enforcement, Public Administration, Business Administration, Records Management, Information Management, Office Administration, or a related field.
- Two (2) years of experience in customer service, administrative or clerical work or related field; or
- Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
- Requires a valid state driver’s license with acceptable driving history.
- Georgia Terminal Agency Coordinator Certification and Georgia Criminal Justice Information System Certification.
- This is a sensitive local government position. Employment for the selected candidate(s) is contingent upon the successful completion of a departmental background investigation to including criminal, credit and driver’s history checks, polygraph examination, fingerprinting and drug screening.
Skills Required
- Associate's degree in Criminal Justice, Law Enforcement, Public Administration, Business Administration, Records Management, Information Management, Office Administration, or a related field
- Two years of experience in customer service, administrative or clerical work, or a related field, or an equivalent combination of education, training, and experience
- Valid state driver's license with an acceptable driving history
- Georgia Terminal Agency Coordinator Certification
- Georgia Criminal Justice Information System Certification
Am I A Good Fit?
Get Personalized Job Insights.
Our AI-powered fit analysis compares your resume with a job listing so you know if your skills & experience align.
Success! Refresh the page to see how your skills align with this role.
The Company
What We Do
The City of South Fulton is a local government serving residents and visitors through municipal services. Its work includes zoning, planning, permitting and economic development, alongside management of parks, recreation, cultural affairs, public works, sanitation and public safety. Led by a mayor and council, with day-to-day operations directed by a city manager, it aims to deliver services respectfully and professionally while supporting a safe, healthy, transparent and sustainable community.
