Criminal Records Manager

About the Job

The Criminal Records Manager is directly responsible for the overall efficient and effective operations of the University of Minnesota Police Department (UMPD) Criminal Records Unit. The Criminal Records Manager directs and oversees police records operations including collection, security, retrieval, and proper disposition in accordance with federal, state, and local laws. Duties include managing personnel, overseeing software and Records Management System (RMS), developing policies, ensuring compliance, and handling public and/or legal requests.

Job Duties

• Police Records Management
• Develops and recommends updates to policies, procedures, and operational manuals to ensure best practices in police records management
• Serves as the agency’s Terminal Agency Coordinator (TAC)
• Supervises all police record entries, modifications, retention and disseminations and ensures compliance of police department with all state and federal laws pertaining
• Manages the release of law enforcement records and data in accordance with the Data Practices Act and other applicable laws, processes data requests for other law enforcement agencies and members of the public in a timely manner
• Covers coordination with the Office of General Counsel when releasing sensitive records
• Reviews and redacts sensitive information in any law enforcement data prior to release
• Performs required report filings with the Minnesota Bureau of Criminal Apprehension (BCA) including, but not limited to, monthly validations, supplemental online reporting, and pursuit reports
• Covers coordination and response to audits and investigations by the BCA on the use of applications
• Review and correct validation errors for National Incident-Based Reporting System (NIBRS) with both the records management system (RMS) and the Bureau of Criminal Apprehension data system
• Compiles and reviews case files to be sent to prosecuting attorneys; including but not limited to squad video, body-worn camera footage, surveillance footage, etc
• Maintains the workflow with Criminal Investigations to guarantee reports are accurate and case statuses are consistently up to date
• Covers coordination with campus departments to provide necessary information about police reports
• Reviews and completes all court-ordered records data expungement/seal requests
• Regularly reviews and resolves suspense files
• Covers coordination with Property and Evidence Officer on the disposal and retention of property and/or evidence
• Queries NCIC data for Firearm Return Process
• Personnel Management (25%)
• Supervises, monitors, and evaluates Records Department staff; conducts performance evaluations; participates in the hiring and onboarding process of records personnel
• Sets assignments and reviews work of records department staff; delegates and follows-up on tasks including citation review process, Daily Crime Log, fingerprinting, National Crime Information Center (NCIC) record entry; manages transcription duties to ensure timely completion and submittal of reports to County and City Attorneys
• System Administrator (15%)
• Serves as the agency liaison for multiple law enforcement applications; performs a variety of computer data entry and maintenance including setting up new personnel, deleting personnel, and resetting passwords; performs initial training of new employees in use of the applications
• Ensures adherence to Criminal Justice Information Services (CJIS) policy through regular monitoring and reporting of employee yearly training
• Conducts an annual security and compliance audit of all Department of Public Safety (DPS) data systems
• Clery Act Compliance (10%)
• Supervises the maintenance of the Daily Crime Log and Crime Map
• Reviews police reports for Clery offenses
• Categorizes Clery crimes
• Gathers statistics for Clery-reportable crimes on non-campus property

Qualifications

• Required Qualifications
• Bachelor’s Degree (BA/BS) plus at least four years of experience or a combination of related education and work experience to equal at least eight years
• Must be able to pass public safety background investigation and fingerprint-based criminal history check
• Experience working within a Law Enforcement Setting
• Knowledge of Minnesota State Statutes
• Knowledge of Minnesota Data Practices Act
• Ability to process and handle confidential and sensitive information with discretion
• Strong verbal and written communication skills
• Preferred Qualifications
• Experience working with National Incident-Based Reporting System Codes
• Strong organization skills
• Proficiency in Microsoft Office and Google Workspace applications

Pay and Benefits

Pay Range: $36.56 - $39.00 a hour; depending on education/qualifications/experience
Time Appointment: 100% Appointment
Position Type: Civil-Service & Non-Faculty Labor Represented Staff

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.
Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.