Job Description

Posting number: 2026401200248SS

Department: Police Department

Job classification: Records System Specialist II

Posting type: Open & Promotional

Categories: Clerical & Data Entry, Accounting and Finance

Summary

Under general supervision, plans, directs and coordinates complex clerical work involving recording, updating and otherwise maintaining records of a detailed, specialized, and/or confidential nature.

Examples of duties

1. Ensures the accuracy and up-to-date maintenance of a major departmental or City-wide record keeping system, including master records and files.
2. Ensures the confidentiality and security of records and record systems.
3. Ensures the verification of employees' personal data on submitted documents with data maintained in master records.
4. Ensures the implementation of procedural changes to record keeping systems resulting from changes in labor agreements, City ordinances, governmental laws and court rulings.
5. Develops strategic plans, resolves organizational and operational problems, designs new projects and establishes policies in conjunction with management.
6. Responds to difficult problems and/or inquiries falling outside of regular procedures and initiates actions for resolution.
7. Prepares summary and detailed reports, charts and tables.
8. Prepares programming codes to generate specific reports within programmed parameters.
9. Oversees the training of staff, monitors their development and evaluates their performance.
10. Gathers and compiles information through file searches, record reviews and database inquiries.
11. Organizes and disburses pension checks, employee paychecks, and central disbursement account checks.
12. Oversees the implementation of stop payment checks, replacement checks, pay advances and adjustments.
13. Oversees the distribution of checks due and payable by the City of Detroit for obligations incurred, which includes but is not limited to payroll, pension, pension refund, and personal services checks.
14. Investigates and implements garnishments, tax levies, court orders, and similar assignments against monies due from City employees and officials.
15. Provides administrative and technical support in monitoring, evaluating and auditing departmental data and internal computer systems.
16. Provides administrative support in monitoring and evaluating technological communication devices.
17. Serves as the departmental representative with other agencies.

Qualifications

High school graduation or GED and preferably two (2) years of college or an associate degree with a specialization in business or records management is preferred.

Three (3) years of office experience involving high volume records maintenance, preferably involving timekeeping, payroll, employee records. One (1) year of supervisory, team or project leadership experience is preferred.

Supplemental information

Evaluation Plan

• Interview: 70%
• Evaluation of Training, Experience & Personal Qualifications: 30%
• Total of Interview and Evaluation T.E.P: 100%

Additional points may be awarded for:

• Veteran Points: 0 – 15 points
• Detroit Residency Credit: 15 point