Police Records Manager

About the role

The Police Records Division oversees and manages all aspects of records management for the 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.
• Aid 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, 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.

Qualifications

• Bachelor’s Degree or higher in Business, Public Administration, Criminal Justice, Information Management, or a related field.
• 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.

Skills

• Strong organizational and administrative skills.
• Excellent communication and interpersonal skills.
• Proficiency in criminal justice systems and databases.
• Ability to manage multiple tasks and prioritize effectively.
• Knowledge of records management principles and practices.

Benefits

LIFE AND HEALTH INSURANCE: The City of El Paso offers comprehensive insurance packages including medical, pharmacy, dental, vision, short-term disability, and health savings accounts. Additionally, an Employee Assistance Program (EAP) provides counseling services.

ELIGIBILITY FOR VACATION LEAVE: Regular employees accrue vacation leave based on their hours worked, with rates ranging from 3.70 to 6.16 hours per biweekly pay period depending on years of service.

SICK LEAVE WITH PAY: Employees accrue sick leave with pay according to the Civil Service Commission's rules.

ACCIDENT WITH PAY LEAVE: Occupational injuries and diseases are covered under the amended section of the Ordinance.

LEGAL HOLIDAYS: The City observes several legal holidays, including New Year's Day, Martin Luther King Jr. Day, Cesar Chavez Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, and Christmas Day.