Administrative Supervisor

Please include a cover letter explaining your qualifications and why you are interested in this position along with your detailed resume.

Incorporated in 1957, the Town of Clarkdale operates under the council-manager form of government. The Town Council consists of the Mayor and four Council Members, all elected at large to serve staggered four-year terms. A Vice Mayor is chosen internally by a vote of the Council every two years. The Town Manager is appointed by the Town Council. The Town Council also appoints the Town Attorney and Town Magistrate.

The Town employs approximately 63 employees and its Fiscal Year 2025 budget is $43 million with a five-year capital improvement plan budget of $19.3 million. Clarkdale provides residents with an array of municipal services, including planning, permitting, zoning, economic development, special events, parks and recreation, public safety, utilities, and public works. The organization also provides financial, human resources, risk management, information technology, and emergency management functions for the Town.

DESCRIPTION: Under direct supervision of the Chief of Police, this position manages the nonsworn support services operations of the Police Department to include records unit, nonsworn personnel, and volunteers.

CLASSIFICATION: This is a FLSA non-exempt, full-time position with full benefits. The salary range for this position is $49,944 ($24.01/hr) - $79,910 ($38.42). Highly qualified candidates may start above minimum DOQ.

ESSENTIAL FUNCTIONS AND DUTIES: Essential functions, as defined under the Americans with Disabilities Act, may include the following duties, knowledge, skills, and other characteristics.  This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this classification.

• Plans, develops, implements, and manages the police records unit which includes the collection, filing, storage, security, and dissemination of all police reports, criminal history data, related departmental information, and department administrative records in accordance with policy and federal and state law.
• Develops and implements programs, policies, and procedures to improve the efficiency of the department to increase the productivity, communications, responsibility, and motivation of staff. Identifies and implements ways to improve the quality of internal processes and customer service.
• Supervises, schedules, directs, and evaluates assigned staff, addresses employee concerns and problems, counsels, disciplines, and completes performance appraisals; conducts interviews and makes recommendations on hiring decisions.
• Represents the department in applicable job-related topic during meetings with other city departments, and representatives of other local, state, and federal governmental agencies.
• Coordinates inter-agency operations involving special events and projects involving the department.
• Assists in the preparation of the annual budget.
• Manages police software and web-based applications as administrator.
• Assigned co-System Security Officer (with hosted dispatch) for Arizona Criminal Justice System ensuring criminal history information is handled in accordance with state and federal law.
• Leads the accreditation process as designated Accreditation Manager responsible for maintaining policies and implementing the accreditation process.
• Responsible for the proper redaction, release, and retention of all police records and training thereof to staff
• Responsible for all town, local, state, and federal crime reporting
• Recommends policy and procedure decisions affecting records; researches and solves records problems.
• Receives and responds to citizen complaints or requests for assistance within scope of authority (issues not requiring sworn response)
• Performs other duties as needed or assigned.

MINIMUM QUALIFICATIONS: 

Education and/or Experience

Bachelor’s degree and minimum five (5) years progressively responsible experience in an administrative role; OR any combination of education and/or experience which provides the knowledge, skills and abilities required.

KNOWLEDGE, SKILLS AND ABILITIES: 

Knowledge of:

• Applicable Federal, State, and local laws, ordinances, statutes, rules, regulations, policies, and procedures.
• Practices and requirements associated with the collection, storage, release and destruction of criminal records and evidence.
• Public Records law.
• Town of Clarkdale Code, personnel policies and procedures, and financial operations.
• Police Department directives, policies, and procedures.
• Records management systems. NIBERS and Spillman highly desirable.

Skills and Ability to:

• Assess situations, ultimately acting in accordance with appropriate levels of urgency.
• Exercise initiative and independent judgment within established procedural guidelines.
• Receive and respond to citizen calls for service and complaints within the scope of authority.
• Research information, compile data and provide sound reports and recommendations.
• Plan, direct and coordinate related tasks, projects, and people.
• Simultaneously manage several diverse projects.
• Effectively resolve complaints or issues.
• Communicate clearly and effectively verbally and in writing with individuals from various socioeconomic, ethnic, and cultural backgrounds.
• Maintain strict confidentiality.
• Provide excellent customer service to internal and external customers.
• Multi-task, make decisions, maintain composure, and work effectively under stressful conditions.
• Interpret and apply laws, ordinances, codes, rules, regulations, and policies.
• Effectively use multiple technologies as daily working tools.
• Review, create, maintain, and produce accurate records and statistics.
• Organize and prioritize and work independently and effectively under time constraints and deadlines.
• Establish and foster effective working relationships.

SPECIAL REQUIREMENTS, LICENSES AND CERTIFICATIONS: 

• Prior to placement, the candidate must undergo and successfully pass background investigation and polygraph.
• Must possess a valid drivers’ license (with the ability to transfer an out-of-state license to Arizona immediately) and maintain an acceptable driving record.
• Must possess and maintain a Notary Public certification or be able to obtain certification within 90 days of hire.
• Must possess and maintain Level B Terminal Operator Certification by the Department of Public Safety or be able to obtain certification within 90 days of hire.

PHYSICAL REQUIREMENTS:

• Work is performed in a traditional office environment.
• Vision sufficient to read documents and computer screens encountered in the course of work.
• Hearing sufficient to hear conversational levels in person and over the phone or radio.
•  Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, and over the telephone.
• Mobility sufficient to safely work in office settings and similar environments.
• Dexterity sufficient to safely operate office equipment including computers.
• Strength sufficient to lift, carry, and move ten (10) lbs.
• Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.

SUCCESSFUL COMPLETION AND CLEARING OF A POST OFFER, PRE-EMPLOYMENT SCREENING PROCESS (AT THE TOWN’S EXPENSE) IS MANDATORY, CONSISTING OF DRUG TESTING AND BACKGROUND CHECK.

THE TOWN OF CLARKDALE IS AN EQUAL OPPORTUNITY EMPLOYER (EOE).

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the Town and requirements of the job change.