AURORA POLICE DEPARTMENT DIRECTIVES MANUAL 03.05 Title: DUTIES & RESPONSIBILITIES OF THE BUSINESS SERVICES DIVISION Approved By: Nick Metz, Chief of Police Effective: 09/01/1998 Revised: 02/06/2017 Associated Policy: References: Review: Business Services Division Manager Page 1 of 5 3.5 DUTIES AND RESPONSIBILITIES OF THE BUSINESS SERVICES DIVISION The Business Services Division is responsible for providing certain administrative and support functions for the Aurora Police Department including overall administration and coordination of the following components: Administrative Services Section Technical & Support Bureau Records Section Technical Services Section 3.5.1 Administrative Services Section Administrative Services personnel will be expected to accomplish the duties and responsibilities of their positions as outlined in the Job Description form prepared by the immediate supervisor and City Human Resources Department. Primary functions of the Administrative Services Section include; Performing duties and functions necessary for performing payroll including verifying pay rate, acting pay, detail pay, regular hours, paid leave personal, annual, & sick, holiday, non-paid leave, military hours, quality assurance for time entry, correct OT entry for grants, call out, court, event, and regular OT entry, etc. Personnel processing to include required documents and forms including hiring, promote/demote, resign, terminate, retire, re-assignment, annual increase, FMLA, administrative leave, military leave/return benefits, personal data, org & voucher assignment, managing phone number directory, supervisor assignments, etc. Purchasing fiscal management including requisition preparation, procurement tracking, asset coding, pictures, tracking, & validate balance sheet entry,
BUSINESS SERVICES DIVISION Page 2 of 5 purchase order tracking, payment verification and accurate coding, annual asset audit, etc. Budget preparation and management including all preparation and submission requirement from City Budget Office, materials for presentation, variance analysis, report distribution, management reporting, etc. Administrative services for accounts payable, accounts receivable, wire transfer, training & travel allocation/tracking, business cards, policy compliance, etc. Grant management/research and development described below Police systems coordination, and management functions for the department described below The Police Systems Coordinator is responsible for maintaining advanced level of technical proficiency concerning all aspects of department software applications including reporting, system interfaces, testing system upgrades, maintaining data updates and permissions, monitoring licensing, proposing business process changes, coordinating improvements with IT, troubleshooting, and personnel training and documentation. Systems include: Police Records Management Scheduling On-line Crime Reporting Directive Management System Aurora Police Personnel System The Police Systems Coordinator will be responsible for Department training relating to the above systems and provide consultation regarding all new and existing systems which may interface with the above systems. Grant Management/Research & Development Specialist The Grant Management/Research & Development Specialist duties and responsibilities will include, but not be limited to, the following: Research, prepare, and administer grant application and awards Ensures all grantor and city reporting requirements are completed and submitted on time Maintains grant documentation essential for local and federal audits Performs studies, prepares reports, and makes presentations relating to assigned duties Maintains current organization chart, job task analysis, and other accreditation files as required Coordination of Research & Development efforts
BUSINESS SERVICES DIVISION Page 3 of 5 3.5.2 Technical & Support Bureau The Technical & Support Bureau is designated as the department liaison with the City Fleet Services Department regarding department vehicles. In addition, this bureau is also designated as the liaison between the department and the City Facilities Division for coordination, maintenance, additions and remodeling of all department buildings. The Bureau is also responsible for administration and coordination of the Quartermaster function as well as operation of the Vehicle Impound Detail. The bureau is also responsible for the Records Section (see 3.5.3) and the Technical Services Section (see 3.5.4) The Quartermaster is responsible for the evaluation, procurement, and issuance of uniforms and equipment for the Police Department. As such, the Quartermaster will be the point-of-contact and liaison for companies wishing to provide such assets to the department. The Quartermaster will maintain an accounting/inventory of department assets utilizing the Police Inventory Management Software System. The Vehicle Impound Detail is responsible for the placement, security and release of impounded vehicles. The Vehicle Impound Detail is also responsible for administering the department towing contracts, vehicle auctions and administrative fees. 3.5.3 Records Section The Records Section is responsible for administration and coordination of the Records Unit and the Front Desk Unit. The Records Unit is the central repository for all criminal justice records and related documents. The Records Unit is responsible for the review, control, security, maintenance, access, retrieval, and release of criminal justice records. The Records Unit also has primary responsibility for departmental forms creation, numbering and maintenance. The Records Unit is responsible for collecting data to produce monthly UCR/NIBRS reports. The Records Unit is also responsible for sending and receiving all teletype communications with other agencies. In addition, the Records unit is responsible for key control and the annual key inventory. The Front Desk Unit provides assistance and information to persons who respond to the Aurora Police Department, or who make telephone inquiries. They also ensure building security by restricting public access through screening, clearance, and documenting visitors properly. The unit personnel also interview citizens and document the information in the proper report. Front desk personnel are to enter and retrieve information and data from the Police Computer Systems, and review counter reports initiated by citizens.
BUSINESS SERVICES DIVISION Page 4 of 5 3.5.4 Technical Services Section The Technical Services Section is responsible for the storage, control, maintenance, security, access, processing, retrieval and release of all evidence and custodial items held by this agency. The sensitivity of the mission of the Property and Evidence Unit necessitates periodic inspections. The Business Services Bureau Manager designates Captain/Lieutenant of Technical & Support Bureau/Section to insure that the following activities are performed: Annually, conduct at least one unannounced documented inspection of the Property and Evidence Unit. Annually, request a documented audit with the City Internal Auditor s Office At least semi-annually, ensure documented inspections are conducted to ensure procedures are followed. Whenever a new property custodian is appointed, an audit of the Property and Evidence Unit will be completed by the new custodian and a designee of the Chief. A sufficient number of records should be audited to ensure accountability and proper documentation (see CALEA appendix I). A written report documenting the audit will be provided to the Chief of Police or designee. The Property and Evidence Unit will forward copies of the reports from these inspection and audits to the Professional Standards Section. The Property and Evidence Section will also provide the following services: Processing evidence and custodial property Storage of evidence and custodial property. Maintenance of evidence and custodial property Release of evidence and custodial property Courtroom testimony regarding integrity of evidence and custodial property Master key custodian Retention of supervisor files for former employees NOTE: The complete file maintained by a supervisor when a member leaves employment will be stored by the Property Unit for ten years after the employee has left the department, then destroyed (unless litigation is on-going or pending). Only the Chief of Police, or designee, may grant access to stored personnel files. Support Services Unit The Support Services Unit is comprised of the Court Liaison and Secondary Employment Detail. Court Liaison and Secondary Employment Detail is responsible for maintaining liaison with all courts, accepting subpoenas and other official notifications arising from
BUSINESS SERVICES DIVISION Page 5 of 5 criminal cases and enacting procedures for requesting continuances of cases. Court Liaison is responsible for maintaining records regarding court appearance, notifying supervisors of members who missed court appearances, service of subpoenas, other official notifications, and other related data. The Court Liaison and Secondary Employment Detail is responsible for coordinating all off-duty work requiring the use, or possible use, of police authority or expertise. Secondary Employment is responsible for maintaining complete and accurate records of off-duty work to include the officers that worked. Requests from potential employers for secondary employment will be referred to the Court Liaison and Secondary Employment Detail for processing and approval.