Police Records Manager

PURPOSE OF CLASS: Under general supervision of the Assistant Police Chief, records, preserves and files investigative and incident base reports in the internal Record Management System (RMS) and supervises Receptionist position.

PRIMARY TASKS:

• Manages the daily operations of records management to ensure efficiency and compliance with laws, policies, and procedures.
• Management System Administrator for RMS and CAD to enter and delete information.
• Oversees the preparation, processing, storage, retention, destruction, and disposition of incident, traffic, criminal records, and warrants.
• Directs sealing of police records and coordinates the purging of records.
• Provides systems management, file maintenance, and quality control functions for the Police Department’s automated records management system.
• Ensures that all Department records are properly maintained, distributed, filed, and purged in accordance with federal and state guidelines.
• Appears in court as required to serve as the custodian of Department records.
• Oversees the release of criminal offender record information to interested parties, as appropriate.
• Provides supervision to Receptionist who receives visitors and telephone calls from citizens.
• Assists with answering phone calls and citizens who come in to make a report.
• Researches, recommends, and implements policies, procedures, and modern management methods and techniques.
• Orders office supplies for department.
• Responds to requests for information and difficult citizen complaints.
• Make and maintain all Town employee ID cards.
• Ensures compliance with policies, procedures, and legal mandates.
• Establishes guidelines for compliance with federal, state, and local mandates for release of information.
• Provides reports for other departments or insurance companies.
• Performs related duties as may be assigned.

EQUIPMENT OPERATED: Personal computer, printer, calculator, copier, radio-telephone equipment, document imaging equipment, and other assigned office equipment.

REPORTING RELATIONSHIP: This position reports to the Support Services Captain.

WORKING CONDITIONS: Office environment.

QUALIFICATIONS OF CLASS:

Education: High school diploma supplemented by college-level coursework or specialized training. As Associates degree is preferred in the area of records management, business management or secretarial program.

Experience: Two years of increasingly responsible administrative or records management experience is required. Prefer experience with a law enforcement or public safety agency.

Knowledge, Skills and Abilities:

• Thorough knowledge of the principles, codes, regulations, and laws governing records management, warrant, and property and evidence in a police department.
• Thorough knowledge of the principles of public and police administration, organization, and budgeting.
• Thorough knowledge of the functions and relationships of the criminal justice system, courts, and law enforcement agencies.
• Thorough knowledge of the manual and automated records management systems, including document image management systems.
• Thorough knowledge of the criminal justice information systems, system networks, and services.
• Thorough knowledge of the correct use of business English, spelling, grammar, and punctuation.
• Thorough knowledge of modern office practices, procedures, and equipment required to perform office functions and maintain records in an efficient manner.
• Proficient in the operation of a variety of office equipment including computers, radios and cameras, copiers, scanners, and fax machines.
• Proficient in establishing and maintaining effective working relationships with those contacted in the performance of the required duties.
• Proficient in the use of computer software programs.
• Competent to develop and implement Departmental policies, rules, and instructions related to front counter services, records, and file maintenance areas.
• Competent to administer an effective records management system, including warrants and property/evidence, in compliance with federal and state codes, regulations, and laws.
• Competent to read, comprehend, and interpret laws, rules, and regulations relating to records management.
• Competent to communicate clearly and concisely, both orally and in writing.
• Competent to supervise, train, and evaluate staff.
• Competent to respond quickly and effectively in difficult situations; and to make appropriate decisions with minimal supervision.
• Competent to exercise good judgment in safeguarding confidential or sensitive information.

Special Requirement: Possession of an appropriate, valid North Carolina driver’s license, Notary Public and DCI certification.

FLSA: Non-exempt

Special Note: This generic class specification gives a sound overview of the job class, its essential functions, and necessary job requirements. These documents should be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal and defensible personnel decisions.