Police Records Manager

About the role

The Police Records Division manages and oversees the operations of the police department, ensuring compliance with criminal justice systems and providing support to law enforcement.

Responsibilities

• Maintain the configuration, access, and privileges for account holders in the department’s records management system, CJIS, and third-party access accounts.
• Ensure proper data collection for criminal justice systems.
• Maintain departmental compliance with NCIC/TCIC database protocols.
• Ensure the Department reports timely to the FBI National Incident-Based Reporting System (NIBRS).
• Work closely with the communication sections of the police and fire departments to obtain Computer-Aided Dispatch (CAD) information.
• Identify opportunities and recommendations for improvement to systems and standard operating procedures to enhance efficiency and internal control.
• Assist law enforcement with records management system training.
• Provide oversight, leadership, direction, and control of operations for the police records division.
• Manage and advise staff in records management techniques and procedures, records protection, storage, retrieval, elimination, preservation, and automated records processing applications.
• Develop, maintain, and review standards and procedures for the filing, indexing, retention, retrieval, storage, dissemination, and cataloging of records.
• Inventories and ensures retention schedules comply with federal, state, local, and operational requirements.
• Serve as the custodian of records for the police department by managing subpoena responses, Texas Public Information Act processes, compliance with court orders for expunctions and records sealings, release of records to other law enforcement agencies, and Linx/NDex information sharing procedures.
• Consult with the City Attorney’s Office for review and release of records.
• Oversee, evaluate, and maintain criminal identification processing and reporting.
• Verify departmental compliance with CJIS eligibility and access requirements, which include City-wide fingerprinting, screening, and access to police facilities.
• Oversee and review cash flow operations as managed through the Records public counters.
• Sign in and process requests for change fund replenishments, and review cash submissions for completeness.
• Directs the preparation and management of the division’s budget.
• Plan for annual expenses by maintaining oversight of the division’s budget accounts.
• Make transfers as necessary to support operational needs and ensure continuity of services.
• Plan, approve, and sign requisitions and P-Card authorizations for supplies, services, and equipment.
• Approve expenses and sign invoices in accordance with departmental and financial policies.
• Manage funds allocated for ongoing service agreements to ensure timely payment and uninterrupted service delivery.
• Supervise assigned staff.
• Assign, schedule, guide, and monitor work.
• Appraise employee performance and review subordinate supervisors’ appraisals.
• Provide for training and development.
• Counsel, motivate, and maintain harmony.
• Identify and resolve staff differences, conflicts, and deficiencies.
• Interview applicants, recommend hiring, termination, discipline, or other employee status changes.
• Enforce personnel rules, regulations, and work behavior standards firmly and impartially.
• Approve overtime, leave requests, and track attendance.

Requirements

• Bachelor’s Degree or higher in Business, Public Administration, Criminal Justice, Information Management, or a related field, and five (5) years of professional or progressively responsible experience in records management or information management, including two (2) years of supervisory experience.
• Preference will be given to candidates having experience in law enforcement records or information systems management.

Qualifications

• Valid Texas Class "C" Driver's License at time of appointment.
• Texas Crime Information Center (TCIC) and National Crime Information Center (NCIC) certifications; Law Enforcement Enterprise Portal (LEEP) Agency Administrator; CJIS (Criminal Justice Information Systems) Security and Records Training; all certifications and training are required within six (6) months of appointment and must be maintained during the course of employment.
• Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check within the first six months of hire and maintain CJIS eligibility.
• CJIS requirements are related to system access and the following list of convictions and/or deferred adjudications will fail the CJIS background check and result in disqualification and/or termination of employment: Felony convictions, Felony Deferred Adjudication, Class A or B Misdemeanor Deferred Adjudication, Class A or B Misdemeanor convictions, any open arrest for any criminal offense (Felony or Misdemeanor), and family violence convictions.

Skills

• Strong knowledge of criminal justice systems and record management practices.
• Excellent organizational and administrative skills.
• Ability to manage multiple tasks and prioritize responsibilities effectively.
• Proficiency in computer systems and software relevant to records management.

Benefits

LIFE AND HEALTH INSURANCE: The City of El Paso offers comprehensive medical, pharmacy, dental, vision, and short-term disability coverage. Additional benefits include an Employee Assistance Program, wellness programs, and tuition assistance.

Pay

$70,815.26 - $88,519.08 Annually

Schedule

Not specified