Police Records Manager

About the role

Under the general supervision of a Police Lieutenant, the Records Manager oversees the processing, storage, retrieval, retention, and backup of all police records. The Records Manager also serves as liaison between the police department, IT department, and records management system vendor.

Responsibilities

• Supervises Records Clerks and coordinates daily operations of the Records Management Section
• Serves as the official Custodian of Records; responds to public information requests and determines appropriate records for release
• Interviews, trains, assigns work to, evaluates, and recommends promotion, discipline, or dismissal for subordinates
• Reviews and analyzes data, formulates conclusions, identifies trends/probabilities, and makes recommendations or initiates appropriate action
• Prepares management-level reports and statistical data related to section operations and procedures
• Reviews spreadsheets, police records, and databases for accuracy; runs statistics, analyzes statistics, and creates reports; processes expunction paperwork for custodian of records
• Produces and submits monthly FBI reports and edits errors; compiles police reports
• Acts as liaison for all records-related software and IT department; assists and trains officers on software use and mobile computer problems related to paperless reporting
• Handles walk-in customers and mail requests for accident reports, burglary and criminal mischief reports, alarm permits, etc.; collects payments for police reports, fingerprinting, photographs, etc., and prepares balance sheet from cash register
• Exercises IT administrative rights to repair computer issues and install files
• Faxes reports to different agencies when requested
• Performs other duties as assigned

Requirements

• Knowledge of laws, rules, and regulations related to police public record maintenance and storage
• Knowledge of customer service methods and delivery
• Knowledge of general office machinery and procedures
• Knowledge of computers and related equipment, hardware and software for multiple database entry, storage, retrieval, research, and statistical information
• Ability to communicate effectively both orally and in writing
• Ability to work with the general public
• Ability to keep accurate records
• Ability to type at a speed of at least 40 words per minute with a high degree of accuracy
• Ability to operate a computer
• Ability to work with confidential data and maintain confidentiality
• Ability to prioritize work assignments
• Ability to maintain effective working relationships with other municipal employees, departmental officials, and the general public
• Skill in planning and implementing departmental procedures and objectives
• Skill in effectively supervising and delegating duties to assigned staff
• Skill in resolving customer complaints and concerns

Qualifications

• High school diploma required
• Experience in law enforcement records, records management, or supervision preferred

Certifications

• Valid Texas Driver's License required
• Ability to be certified by the Attorney General as the Custodian of Records

Physical requirements

• Work performed in office environment
• Subject to repetitive motion such as typing, data entry, and vision to monitor
• Subject to bending, reaching, kneeling, and lifting when retrieving or replacing records, files, or boxes of files
• Must be able to occasionally lift up to 25 lbs

Pay

Starting salary: $23.93/hour (Pay Group 11, City of Seguin Pay Schedules)