Police Records Manager

City of El Paso•Various Locations within the City of El Paso, TX

5d•Onsite

About The Position

Under general direction, manage and oversee the operations of the police records division, including departmental records information management and criminal justice systems compliance. This role involves overseeing, directing, and supporting records management procedures and protocols for the police department, maintaining configurations for records management systems, ensuring data collection for criminal justice systems, and maintaining compliance with NCIC/TCIC database protocols. The position also ensures timely reporting to the FBI NIBRS, works with communication sections for CAD information, identifies system improvements, and assists with records management system training. Additionally, it provides oversight, leadership, and direction for the division, managing staff in records management techniques, developing standards for record keeping, and ensuring compliance with retention schedules. The role serves as the custodian of records, managing subpoena responses, public information requests, expunctions, and information sharing. It also oversees criminal identification processing, verifies CJIS eligibility, and reviews cash flow operations at Records public counters. The manager is responsible for preparing and managing the division’s budget, including planning annual expenses, making transfers, approving requisitions and P-Card authorizations, and managing service agreements. Finally, the position involves supervising assigned staff, including assigning work, appraising performance, providing training, counseling, and enforcing personnel rules.

Requirements

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
Two (2) years of supervisory experience
Valid Texas Class "C" Driver's License at time of appointment
Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check within the first six months of hire and maintain CJIS eligibility.
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 will result in disqualification and/or termination of employment.

Nice To Haves

Experience in law enforcement records or information systems management
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 (required within six months of appointment and must be maintained)

Responsibilities

Oversee, direct, and support records management procedures and protocols for the police department.
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.
Assists 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.
Inventory and ensure 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.
Direct 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.