Assistant Records Manager

City of Durham•Durham, NC

About The Position

The Assistant Records Manager coordinates data flow, data entry, reporting, and the processing of warrants, crime information, and police information, while providing customer service to the public. The position assists the Police Records Administrator with unit supervision and serves in that role during the Administrator’s absence. It coordinates workflow, ensures data accuracy and regulatory compliance, handles personnel and administrative matters, and reviews DCI warrant control operations. The role may serve as a lead worker or supervise support staff, including evaluating performance, coordinating training, and implementing hiring, discipline, and termination procedures. The position coordinates or supervises law enforcement records management; supports staff planning, work assignments, evaluation, training, and coaching; develops and implements policies, procedures, and process improvements; establishes performance and quality standards; and ensures compliance with applicable requirements. It monitors records work, coordinates or prepares and reviews documents and reports, and researches, compiles, and analyzes data. It also works with City and external law enforcement agencies on NCIC database and other information requests, resolves complex or escalated issues, and provides technical assistance. The hiring range is $64,787.00. Work hours are 7:00 a.m. to 4:00 p.m. Flexible schedules require Director approval, are not guaranteed, and are available for consideration only after successful completion of a six-month probationary period.

Requirements

Bachelor’s degree in business or public administration, criminal justice, or a related field, or related experience.
One year of related experience.
Knowledge of law enforcement agency operations; crime data composition and structure; criminal justice system architecture and operation; Uniform Crime Reporting procedures and requirements; National Incident-Based Reporting System data elements; state and federal records retention regulations; DCI/NCIC operating policies and guidelines; and North Carolina Public Records Law.
Ability to audit data in a Records Management System; preferred RMS experience includes OSSI.
Ability to extract data from various information sources; preferred experience includes Crystal Reports.
Ability to operate office machinery, including computers, scanners, Lektriever, and microfilm.
Obtain and maintain operator certification in DCI Module 1—General Inquiries.
Ability to research, prepare, and present reports; organize, comprehend, and coordinate complex data; communicate clearly and effectively orally and in writing; think independently and manage multiple projects; handle confidential and sensitive information with discretion; and establish effective working relationships with citizens, law enforcement officers, and departmental staff.

Nice To Haves

Valid, unrestricted North Carolina driver’s license, or willingness and ability to obtain one within 60 days of hire if currently holding another state’s license.
Experience with OSSI Records Management System.
Experience with Crystal Reports.

Responsibilities

Coordinate data flow, data entry, reporting, and the processing of warrants, crime information, and police information.
Provide customer service to the general public.
Assist the Police Records Administrator with unit supervision and serve in the Administrator’s absence.
Coordinate workflow and ensure data accuracy and compliance with regulations and policies.
Handle personnel and administrative issues and review DCI warrant control operations.
Coordinate or supervise law enforcement records management and, as assigned, plan, assign, evaluate, train, and coach staff.
Develop, maintain, and implement policies, procedures, and process improvements; establish performance and quality standards.
Coordinate the preparation of or prepare, review, update, and proof reports, forms, records, and other documents; research, compile, and analyze data.
Coordinate with City and external law enforcement agencies regarding NCIC database and other information requests, resolve complex or escalated issues, and provide technical assistance.
May serve as a lead worker or supervise support staff, including conducting performance evaluations, coordinating training, and implementing hiring, discipline, and termination procedures.