Seattle Police Manual

1.090 – Organization & Function: Administration

Effective Date: 11/22/2005

OFFICE OF THE DEPUTY CHIEF OF ADMINISTRATION

The Deputy Chief of Administration has responsibility for the day-to-day management of, and command authority over, all administrative and support components of the Department.

I. Field Support Bureau

A. The Field Support Bureau is comprised of the Information Technology Section; Communications Section; Records Files and Data Center, and the Facilities Manager.

1. Information Technology Section: The Information Technology Section will be responsible for establishing and maintaining systems and software for criminal records, business information, computer operations, and network facilities.

2. Communications Section: The Communications Section will provide telecommunications between the public and appropriate public safety agencies, operate a computer assisted dispatch system, and provide data to the Department.

a. Dispatch: Dispatch answers 911 calls for service and directs resources as needed.

b. Operations/Training Unit: The Operations / Training Unit will provide ongoing training to personnel assigned to Communications and maintain the unit’s operational manual.

(1) Systems Analyst Squad: The Systems Analyst Squad will provide maintenance for all the communications equipment.

(2) Police Communications Analyst Squad: The Police Communications Analyst Squad will maintain the recordings generated by the Communications Unit.

3. Records Files and Data Center: The Records Files and Data Center will provide records maintenance and retrieval, report distribution, and court preparation services to the Department. The Records Files and Data Center will collect fees charged for services rendered as established by City ordinance.

a. Data Center: The Data Center is responsible for routing all Department mail, distributing copies of reports, providing copies of reports for court, managing teletypes, WACIC / NCIC entry, entering criminal history into the RMS and compiling crime statistics for the Incident Tracking System.

b. Records Files: Records Files handles the filing of General Offense Reports, criminal history files, requests for copies of reports and processing reports for Municipal Court.

c. Juvenile Records Squad: The Juvenile Records Squad maintains records pertaining to juvenile offenders and juvenile booking photos.

4. Facilities Manager: The Facilities Manager will be responsible for coordinating maintenance repair requests, internal moves and any new construction of Department facilities.

5. Human Resources Section: The Human Resources Section will be comprised of the Employment Services Unit and the Personnel Services Unit.

a. Employment Services Unit: The Employment Services Unit will be responsible for recruiting, background investigations, employee safety, monitoring employee illness and injury time, processing the attendant paperwork, managing the Mandatory Reporting Program for employees who have sick leave records which indicate excessive use, coordinating the placement of limited duty employees, maintaining contact with employees on extended sick leave through phone calls and on-site visits and managing the Retired Officers Extended Authority Commission program.

(1) Background Investigations Squad: The Background Investigations Squad will be responsible for conducting comprehensive background investigations on all sworn and non-sworn candidates for employment with the Department and, occasionally, for “sensitive” positions with other City departments.

(2) Special Recruit Squad: The Special Recruit Squad will administer the special recruit program which will provide remedial training and skill development for police officer recruits experiencing difficulties performing one or more critical functions during their training at the Washington State Criminal Justice Training Academy. The special recruit program provides the individuals with opportunities to work on improving their skills while working for the Department in the Community Service Unit.

(3) Recruitment Team: The Recruitment Team will be responsible for conducting recruitment campaigns. They will also conduct physical and mental skill development workshops.

(4) Wellness and Accountability Unit: The Wellness and Accountability Unit will be responsible for monitoring medical absences, overseeing the safety coordinator and the medical personnel files.

b. Personnel Services Unit: The Personnel Services Unit will be responsible for managing the Department’s personnel needs and ensuring that the Department is adequately staffed.

(1) Timekeeping and Payroll Squad: The Timekeeping and Payroll Squad will be responsible for organizing, verifying, coding, sorting, adjusting and entering all the timekeeping data into the City’s financial management system (SFMS), and managing the Department’s payroll.

(2) Classification and Selection Team: The Classification and Selection Team will be responsible for classification, recruitment, non-sworn employment selection oversight, special employment needs and personnel records management

(3) Employment Risk Management Team: The Employment Risk Management Team will improve knowledge of supervisors and managers about federal, state and local employment laws, collective bargaining laws, union contract requirements and acceptable labor practices through the development of employment risk management programs.

(4) Compensation and Benefits Team: The Compensation and Benefits Team will be responsible for the administration of employee benefits, hiring documentation, new employee orientation, personnel orders, and salary compensation and adjustments.

B. Chaplain: The Chaplain will provide assistance to officers and officer’s families as requested.

II. Independent Units

A. Finance, Strategic Policy, and Planning Section: The Finance, Strategic Policy, and Planning Section is responsible for preparation of the budget, business and strategic plans, and related policy development activities for the Department. It also is charged with coordination of responses to requests for information from the City Council and the Department of Finance for the preparation of analytical reports.

1. Budget and Finance Unit: The Budget and Finance Unit prepares the Department’s biennial and mid-biennial budget submissions. This includes establishing budget-related policies as well as answering executive and council questions on the SPD budget and finances. The Budget Unit also develops and monitors spending control plans for the Department and its multiple lines of business. Other specific activities of the Unit include preparation of programmatic ordinances and resolutions; position, organizational, or budget transfers; special financial analyses; salary settlement, year-end, and carryover reports; and monthly overtime expenditure control reports. The Unit also coordinates the Department’s utilization of telephones.

2. Strategic Policy and Planning Unit: The Strategic Policy and Planning Unit will gather data, conduct analyses, and prepare written materials to support, document, and report on Department activities, initiatives, and policies. The Unit shall distribute copies of any analytical reports to the affected Departmental component. The Unit also coordinates Department responses to questions from the Executive and Legislative branches, the public, and other justice system agencies. Specific activities of the Unit include ongoing project management support, business and strategic policy development and planning, website development, content management and maintenance, and preparation of the Department’s annual report.

B. Fiscal, Property and Fleet Management Section: The Fiscal, Property and Fleet Management Section will be comprised of the Fleet Control Unit, Quartermaster Unit and Fiscal Management Unit.

1. Fleet Control Unit: The Fleet Control Unit will be responsible for managing all activities associated with Department vehicles including scheduling and developing specifications for replacement, distribution, maintenance, repair, and licensing.

2. Quartermaster Unit: The Quartermaster Unit will manage and account for the supplies necessary for the ongoing needs of the Department.

3. Fiscal Management Unit: The Fiscal Management Unit will be responsible for managing the receipt/disbursement of all Department funds and processing purchase requests for standard requisition, blanket contracts, direct voucher purchases, and emergency requisitions.

C. Audit, Policy and Research Section:

1. Audit Detail: The Audit Detail will promote improved Department procedures through policy planning and verify that Department operations are conducted in the prescribed manner through inspections.

2. Accreditation Detail: The Accreditation Detail is responsible for maintaining the Department’s records of compliance with professional standards and ongoing reporting requirements.

3. Policy Detail: The Policy Detail will promote improved Department procedures through policy planning best practices research through surveys and examination of other police agencies practices.

4. Police Headquarters Security Detail: The Police Headquarters Security Detail will staff the front reception desk in the lobby of Police Headquarters.

D. Grants and Contracts Unit: The Grants and Contracts Unit will provide the necessary research, application, and management of assigned grants.

E. Education and Education & Training Section: The Education and Education & Training Section will be responsible for providing and organizing the training needs of the Department

1. Video Unit: The Video Unit will be responsible for producing informational videos.

2. Range Unit: The Range Unit will provide firearms training and be responsible for qualifications.

3. Advanced Training: Advanced Training provides additional training to enhance basic skills.

4. Mandatory Training: Mandatory Training provides all in-service training for required skills.

5. Field Training Unit: The Field Training Unit will provide standardized probationary officer training

a. The Department will maintain a Reserve Officer Program that will be administered through the Field Training Unit.