RECORDS MANAGER (Civilian)

PURPOSE OF POSITION

Performs a variety of professional, administrative, analytical, technical duties in support of the Police Records Division. Responsible for management of operations and functions of the Police Records Division by overseeing the maintenance of all police records and maintenance of automated information systems. Responsible for policy compliance including, but not limited to, audit requirements for accuracy, security, and operational use of Criminal Justice Information System and its data.

Plans and organizes work; trains, motivates and evaluates assigned civilian staff; reviews progress and directs changes as needed; and documents performance of assigned personnel. Ensures accurate and thorough information is provided to both internal and external users of the Police Records Division. Ensures that those seeking assistance at the Police Department are provided with responsive, courteous, and efficient services.

The Police Records Manager will work under the general supervision of the Police Chief, or designee. Work is performed under general guidance and direction, in accordance with City and Departmental policies and procedures, and applicable local, state and federal laws and regulations, including, but not limited to ,those pertaining to law enforcement, records maintenance and public records.

This position is considered an emergency/disaster position. During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation, which requires that the employee be ready, willing, and able to report to work during emergencies and/or disasters of any kind, notwithstanding any other commitments the employee may have and be able perform emergency services duties, as assigned.

MINIMUM QUALIFICATIONS

Bachelor’s degree in Law Enforcement, Criminal Justice, Public Administration or Business Administration or related field and at least three (3) years or more years of increasingly responsible office experience with a focus on public records management and records administration within a professional office environment or an equivalent combination of education, training and experience.

Experience must include at least three (3) years of supervisor experience.

Must possess or obtain within six (6) months of employment FCIC/NCIC certification.

Possess certifications as required by the Criminal Justice Standards & Training Commission and any other certificates mandated by State, County, or local Statutes.

Must possess and maintain a valid State of Florida Driver's License.

Must also possess the National Incident Management System (NIMS) IS-700 within 30 days of employment and the ICS-100 within 90 days of employment or from the date of taking the position. There may be additional NIMS required, which will be scheduled by your supervisor.

Must possess the Cyber Security Awareness Training for State of Florida Employees within 30 days of employment and maintain it every year thereafter per state statute 282.318(4)(i).

ESSENTIAL JOB FUNCTIONS/OTHER JOB FUNCTIONS

Plans, organizes, directs, and evaluates the operations and functions of the Police Records Division. Maintains and monitors police records systems. Oversees security, storage, retention, retrieval, and disposition of records in compliance with City, State, and Federal regulations.

Acts as official custodian of documents and records for the Police Department.

Processes and maintains all court ordered sealings and expungements orders. Ensures appropriate distribution of records to the appropriate party and follows thought to final deletion when appropriate.

Collaborates with federal, state, city and county government agencies in auditing, reporting and information sharing as necessary.

Records and files citations; assigns codes and distributes documents as required. Serves as records custodian responding to subpoenas and requests for official records and information, to include answering depositions.

Oversees, manages and assists with background fingerprinting program for permitted business purposes, or when required, for various licenses or permits.

Develops, recommends, and implements overall goals, objectives and priorities of the Police Records Division.

Supervises, plans, organizes, and assigns work of subordinates responsible for providing operational support and customer service to the public. Trains, motivates and reviews performance of assigned civilian staff; reviews progress, identifies deficiencies and directs changes as needed; documents performance of assigned personnel and aids with problem resolution.

Develops, recommends, and implements policies and procedures to improve efficiency of operations and service delivery methods, and to ensure compliance with existing and revised policies, procedures, and laws.

Participates in the development and administration of assigned budget(s). Allocates resources and equipment necessary to accomplish assigned work. Forecasts funds needed for staffing, equipment, materials and supplies; monitors, reviews and approves expenditures; recommends adjustments as necessary.

Maintains positive customer relations. Responds to and resolves difficult and sensitive citizen inquiries and complaints. Provides direction in handling non-routine records situations based on applicable policies, laws and regulations. Provides technical advice and assistance to staff and other departments on matters relating to confidential and criminal records management.

Maintains effective communications with the public, court officials and other users of the Records Division, including but not limited to, Finance Department, Legal Department, Clerk of Court, State Attorney’s Office, Juvenile Court, Police Officers, Detectives, and others, to ensure the smooth, efficient, legal flow of information.

Collects, compiles, and provides statistical data for records and reports as required, to include but not limited to, the Uniform Crime Reports (U.C.R.), Florida Incident Based Report (FIBRS) and National Incident Based Reports (NIBRS) to the State.

Composes a variety of correspondence, reports and other materials requiring independent judgment as to contents, accuracy, and completeness. Perform computer entry of reports accurately and timely. Responsible for ensuring all official records are complete and correct prior to filing; and that record dissemination complies with applicable policy, regulation, laws.

Attends and participates in professional group meetings and trainings; stays abreast of new trends and innovations in the field of records management.

Assesses technological needs of the Records Division. Coordinates with the Information Technology Department to ensure feasibility of hardware and/or software integration with the city’s platforms.

Responsible for the accuracy of all entries in the FCIC/NCIC terminal located in communications.

OTHER JOB FUNCTIONS

Attends seminars and workshops related to duties and responsibilities. Prepares general correspondence. Serves on employee committees as needed/directed.
Performs other duties as assigned.

MINIMUM QUALIFICATIONS/SPECIAL REQUIREMENTS

Bachelor’s degree in Law Enforcement, Criminal Justice, Public Administration or Business Administration or related field and at least three (3) years or more years of increasingly responsible office experience with a focus on public records management and records administration within a professional office environment or an equivalent combination of education, training and experience.

Experience must include at least three (3) years of supervisor experience.

Must possess or obtain within six (6) months of employment FCIC/NCIC certification.

Possess certifications as required by the Criminal Justice Standards & Training Commission and any other certificates mandated by State, County, or local Statutes.

Must possess and maintain a valid State of Florida Driver's License.

Must also possess the National Incident Management System (NIMS) IS-700 within 30 days of employment and the ICS-100 within 90 days of employment or from the date of taking the position. There may be additional NIMS required, which will be scheduled by your supervisor.

Must possess the Cyber Security Awareness Training for State of Florida Employees within 30 days of employment and maintain it every year thereafter per state statute 282.318(4)(i).

CRITICAL SKILLS/EXPERTISE

CRITICAL SKILLS AND EXPERTISE

Ability to prepare and analyze comprehensive reports; carry out assigned projects to completion; communicate effectively, verbally and in writing; conduct meetings and make presentations; prepare reports, establish and maintain effective working relationships with applicants, employees, City officials, and the general public; and maintain confidential and sensitive information.

Considerable knowledge of modern policies and practices of records maintenance and management, information management, public records laws, and state record retention schedules.

Thorough knowledge of modern law enforcement principles, procedures, techniques, and equipment.

Maintains considerable knowledge of office procedures and operation of standard office equipment.

Ability to work independently, collect and perform data analysis and make administrative decisions.

Ability to effectively supervise employees to maximize productivity with oral and written direction; engage in problem solving, and maintain effective working relationships with subordinates, and others.

Ability to work under pressure problem solving, planning, organizing, using sound decision making, being adaptable/flexible, and having good time management.

Working knowledge of fingerprinting techniques and classification systems.

Working knowledge of FCIC/NCIC rules and regulations.

Thorough knowledge of national crime reporting through the Federal Bureau of Investigations (FBI), National Incident-Based Reporting System (NIBRS) and Uniform Crime Reports (UCR).

Knowledge of government budgetary process.

Ability to enter financial data and time entry for timesheets accurately and completely on the City’s Enterprise Resource Program (ERP).

Establish and maintain effective working relationships with diverse population.

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

Proficient skills with a personal computer to include, but not limited to, working knowledge of Microsoft Office Products, and other technology needed to accomplish the job.

Ability to prepare reports and present ideas clearly and concisely. Knowledge of methods of data collection. Ability to communicate both orally and in writing.

Ability to analyze facts and exercise sound judgment in arriving at conclusions.

Ability to manage confidential and sensitive information in a professional and discrete manner.

Ability to maintain consistent and punctual attendance.

EQUIPMENT USED

Personal computer, software applications including the latest Windows and Microsoft Office Products with emphasis in Outlook, Excel and Word; Fingerprinting system; telephone; calculator; copy machine; scanner; fax machine and laser fiche equipment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision and the ability to focus.

WORK LOCATION AND ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work location is in administrative offices in the police department. The noise level in the work environment is moderate to quiet.