Police Records Manager

Menifee, CA
City of Menifee

Salary 

$93,148.96 – $119,530.20 Annually

Closing

4/3/2023 11:59 PM Pacific

 

Definition

The City of Menifee’s Police Department is searching for qualified candidate to serve as the Police Records Manager. The ideal candidate will possess exceptional leadership skills and have excellent written and verbal communication skills, solid organizational skills and the ability to make sound judgement calls.

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Under general direction, supervises, assigns, reviews, and participates in the work of staff. This position is responsible for the management, planning, coordinating of activities and operations of the Police Department’s Records Bureau; to include records maintenance, arrests, booking, criminal history records; and ensures work quality and adherence to established policies and procedures; and performs a variety of specialized tasks and professional work relative to the assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from a Police Captain. Exercises general supervision over technical and administrative support personnel and professional staff as assigned.

Examples of Essential Functions

The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

  • Plans, manages, and oversees the daily functions, operations, and activities of the Police Records Section, including maintenance, processing, distribution, and security of police records and subpoena and warrant processing.
  • Participates in the development and implementation of goals, objectives, policies, procedures, and priorities for the bureau.
  • Participates in the selection, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees on performance issues.
  • Participates in the development, administration, and oversight of the division’s budget.
  • Develops and standardizes procedures and methods to improve and continuously monitors the efficiency and effectiveness of assigned programs, service delivery methods, and procedures and makes recommendations to the Police Lieutenant.
  • Acts as official custodian of criminal justice records for the department; takes necessary action to ensure compliance with court orders.
  • Assist with communications and coordination with the Murrieta Police Department for all services provided to the Menifee Police Department including computer aided dispatch, 9-1-1 services, mobile data systems, and public safety radio communications.
  • Provide training to department staff regarding the use of California Law Enforcement Telecommunications System (CLETS) and other computer functions.
  • Serve as the department’s Agency Terminal Coordinator; coordinate audits of CLETS entries and
  • audits performed by NCIC.
  • Serve as the Custodian of Records for the Police Department; verify, authenticate, and certify records; coordinate Police Department annual records destruction process in conjunction with the City Clerk’s Office; receive, respond, and/or assign subpoenas and request disclosure of public information and ensure compliance with applicable statutes.
  • Develops and implements a records management system; directs the records destruction process.
  • Oversees and participates in assembling and compiling information for a variety of departmental, State mandated, and statistical reports, including verifying accuracy and completion of reports and maintaining files.
  • Conducts and prepares regulated State of California Department of Justice audits.
  • Provides highly complex staff assistance to the Police Chief or designee; prepares and presents staff reports and other necessary correspondence.
  • Conducts a variety of organizational studies, investigations, and operational studies; recommends modifications to assigned programs, policies, and procedures, as appropriate.
  • Attends and participates in professional group meetings; stays informed of new trends and innovations in the field of police records management; research emerging products and enhancements and their applicability to City needs.
  • Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.
  • Submission of all criminal cases to the District Attorney’s Office in a timely manner.
  • Monitors records and report queues for timely submissions and completions.

Qualifications

KNOWLEDGE OF

  • Applicable federal, state, and local laws, codes, and procedures relevant to assigned area of responsibility.
  • The California Public Records Act (CPRA)
  • Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures.
  • Principles and practices of leadership and performance evaluations
  • Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
  • Operations and services of law enforcement agencies.
  • Standard operating procedures and legal obligations with respect to the release of data and reports to the public and other agencies.
  • Operational characteristics of databases and communication systems used in law enforcement.
  • Court-related processes as they relate to the dissemination of records and reports.
  • Principles and practices of complex record keeping.
  • Research and reporting methods and techniques.
  • Methods and techniques of preparing reports and correspondence.
  • City and mandated safety rules, regulations, and protocols.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
  • The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
  • Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

ABILITY TO

  • Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
  • Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
  • Perform a variety of technical and administrative tasks within assigned law enforcement program area.
  • Interpret, apply, and explain laws, codes, regulations, and ordinances.
  • Maintain confidentiality of information obtained in the course of performing duties.
  • Conduct research on a diverse range of topics for assigned programs.
  • Perform technical, detailed, and responsible office support work.
  • Compose business correspondence and documentation.
  • Prepare clear and concise reports, correspondence, and other written materials.
  • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
  • Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
  • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

EDUCATION AND EXPERIENCE

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

  • High School Diploma or equivalent (GED) and five (5) years of increasingly responsible technical and administrative experience within a law enforcement records program, with at least two (2) years of experience in a lead or supervisory capacity.

LICENSES AND CERTIFICATIONS

  • Possession of a valid California Class C Driver’s License.
  • Must be in possession of a valid C.L.E.T.S. Operator certificate at the time of appointment.
  • Must be able to attain a valid P.O.S.T. Professional Records Supervisory Certificate within thirty-six (36) months of appointment.

ADDITIONAL REQUIREMENTS

  • Must successfully complete a comprehensive background investigation, including a polygraph examination.

Additional Information

While performing the duties of this class, the employee is frequently required to sit and occasionally stand and walk. The employee must be able to use hands to finger, handle, feel or operate computer hardware and standard office equipment; and reach with hands and arms above and below shoulder level. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry and move records weighing up to 25 pounds.

When conducting matron duties, the employee may work with combative subjects, which may require additional assistance in firmly grasping and physically restraining subjects. Sensory demands include the ability to see, talk, and hear.