Records Services Manager

SALARY

$70,993.50 - $88,741.88

JOB SUMMARY

Under general supervision, oversees, monitors, and coordinates the work of subordinate Records Services personnel and customer service within the Administration Bureau.

ESSENTIAL JOB FUNCTIONS:

• Direct the entry, review, retrieval, distribution, retention, redaction, sealing, and destruction of official police records according to retention schedules including but not limited to:

  • Policies, procedures, court orders, and local, state and federal laws.

  • The assessment and collection of related fees and fines for daily deposits.

  • Review and approve related invoices for payment of vendor services.

• Coordinate with other departments for cross-City support to implement and maintain internal databases, systems, and processes.

• Direct the preparation of the monthly statistical crime data and report to necessary departmental employees and other governmental organizations.

• Manage direct reports who supervise personnel on all shifts including but not limited:

  • Monitor and approve leave requests.

  • Open records requests.

  • Customer service.

  • Payroll.

  • Interview, hire, train, and evaluate all employees according to probationary and annual performance evaluation procedures. 

OTHER JOB FUNCTIONS:

• Manage annual budget for Records Services Division.

• Direct the citation inventory management, issuance of citation books.

• Monitoring of and notification to officers of missing citation books, citations written out of order and citations returned by the municipal court needing corrections. 

• Process officer written requests to void citations.

• Develop and prepare reports for analyzing production rates, workload volume, staffing requirements.

• Ability to oversee supply requisitions for unit(s).

• Manage contractual obligations of vendors and City in accordance with state laws and City ordinances as related to report entry, record keeping, open records requests, and permitting.

• Act as or designate a person to act as Records Custodian for the Police Department to accept and process subpoenas and depositions, as well as testify in court.

• Perform destruction, sealing and deletion of aU documents and electronic information for court-ordered expunctions and juvenile seals.

• Regularly attend and participate in senior staff meetings, projects, and committees.

• Present annual training for New Supervisor In-Service Training on report processing and report review.

MINIMUM QUAILIFICAITONS:

Knowledge, Skills and Abilities Required:

• Knowledge of requirements and procedures for accepting, processing, and appearing for court-ordered subpoenas and depositions.

• Knowledge of state government records retention schedules.

• Knowledge of state and federal crime reporting guidelines.

• Knowledge of other applicable federal, state, and local laws, ordinances, and regulations.

• Knowledge of TCIC/NCIC databases.

• Knowledge of Records Management System including UCR coding methods for report entry and statistical reporting purposes.

• Knowledge of personal computers, Microsoft Office and various other software, internet, network applications.

• Knowledge of leadership, supervisory and office management practices, and procedures. Knowledge of disciplinary policies and procedures.

• Knowledges of payroll system, policies, and procedures.

• Knowledge of basic math/accounting skills.

• Skill in communicating effectively, both verbally and in writing.

• Skill in leading, planning, organizing the training, supervising, and evaluating of subordinates.

• Skill in filtering applicants, interviewing, hiring, administering discipline, and terminating employees.

• Skill in handling escalated customer service issues.

• Ability to analyze, evaluate and resolve issues effectively and firmly with courtesy and diplomacy.

• Ability to prepare meaningful and informative reports.

• Ability to interpret and oversee compliance with contracts, ordinances, policies, and procedures.

Qualifying Education and Experience:

• Bachelor's degree in business, management, criminal justice, or a related field 

• Three (3) years of supervisory experience 

• Or an equivalent combination of education and experience.