Police Records Manager

Records Management Supervisor

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 include:

• Managing 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.
• Overseeing the preparation, processing, storage, retention, destruction, and disposition of incident, traffic, criminal records, and warrants.
• Directing sealing of police records and coordinating the purging of records.
• Providing systems management, file maintenance, and quality control functions for the Police Department's automated records management system.
• Ensuring that all Department records are properly maintained, distributed, filed, and purged in accordance with federal and state guidelines.
• Appearing in court as required to serve as the custodian of Department records.
• Overseeing the release of criminal offender record information to interested parties, as appropriate.
• Supervising the Receptionist who receives visitors and telephone calls from citizens.
• Assisting with answering phone calls and citizens who come in to make a report.
• Researching, recommending, and implementing policies, procedures, and modern management methods and techniques.
• Ordering office supplies for department.
• Responding to requests for information and difficult citizen complaints.
• Making and maintaining all Town employee ID cards.
• Ensuring compliance with policies, procedures, and legal mandates.
• Establishing guidelines for compliance with federal, state, and local mandates for release of information.
• Providing reports for other departments or insurance companies.
• Performing related duties as may be assigned.

Equipment operated includes personal computer, printer, calculator, copier, radio-telephone equipment, document imaging equipment, and other assigned office equipment.

This position reports to the Support Services Captain in an office environment.

Qualifications include:

• High school diploma supplemented by college-level coursework or specialized training. An Associates degree is preferred in the area of records management, business management or secretarial program.
• Two years of increasingly responsible administrative or records management experience is required. Prefer experience with a law enforcement or public safety agency.
• 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 requirements include 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.

Monday-Friday 8:00 am to 5:00 pm