Police Records Manager

TOWN OF CORNELIUS•Cornelius, NC

2d•$52,265 - $65,331•Onsite

About The Position

Under general supervision of the Assistant Police Chief, this role is responsible for recording, preserving, and filing investigative and incident base reports in the internal Record Management System (RMS). The position also supervises the Receptionist. This role manages the daily operations of records management to ensure efficiency and compliance with laws, policies, and procedures. As the Management System Administrator for RMS and CAD, the individual will enter and delete information. Key responsibilities include overseeing the preparation, processing, storage, retention, destruction, and disposition of various police records such as incident, traffic, criminal, and warrants. The position directs the sealing of police records and coordinates the purging of records. It also provides systems management, file maintenance, and quality control for the Police Department’s automated records management system, ensuring all Department records are properly maintained, distributed, filed, and purged in accordance with federal and state guidelines. The role requires appearing in court as required to serve as the custodian of Department records and overseeing the release of criminal offender record information to appropriate parties. Additionally, the position provides supervision to the Receptionist who handles visitors and citizen calls, and assists with answering phone calls and citizens making reports. The role involves researching, recommending, and implementing policies, procedures, and modern management methods and techniques, ordering office supplies, responding to information requests and difficult citizen complaints, and making and maintaining Town employee ID cards. The position ensures compliance with policies, procedures, and legal mandates, establishes guidelines for compliance with federal, state, and local mandates for release of information, and provides reports for other departments or insurance companies. Performs related duties as may be assigned.

Requirements

High school diploma supplemented by college-level coursework or specialized training.
Two years of increasingly responsible administrative or records management experience is required.
Thorough knowledge of the principles, codes, regulations, and laws governing records management, warrant, and property and evidence in a police department.
Thorough knowledge of the principles of public and police administration, organization, and budgeting.
Thorough knowledge of the functions and relationships of the criminal justice system, courts, and law enforcement agencies.
Thorough knowledge of the manual and automated records management systems, including document image management systems.
Thorough knowledge of the criminal justice information systems, system networks, and services.
Thorough knowledge of the correct use of business English, spelling, grammar, and punctuation.
Thorough knowledge of modern office practices, procedures, and equipment required to perform office functions and maintain records in an efficient manner.
Proficient in the operation of a variety of office equipment including computers, radios and cameras, copiers, scanners, and fax machines.
Proficient in establishing and maintaining effective working relationships with those contacted in the performance of the required duties.
Proficient in the use of computer software programs.
Competent to develop and implement Departmental policies, rules, and instructions related to front counter services, records, and file maintenance areas.
Competent to administer an effective records management system, including warrants and property/evidence, in compliance with federal and state codes, regulations, and laws.
Competent to read, comprehend, and interpret laws, rules, and regulations relating to records management.
Competent to communicate clearly and concisely, both orally and in writing.
Competent to supervise, train, and evaluate staff.
Competent to respond quickly and effectively in difficult situations; and to make appropriate decisions with minimal supervision.
Competent to exercise good judgment in safeguarding confidential or sensitive information.
Possession of an appropriate, valid North Carolina driver’s license.
Possession of Notary Public certification.
Possession of DCI certification.

Nice To Haves

An Associates degree is preferred in the area of records management, business management or secretarial program.
Prefer experience with a law enforcement or public safety agency.

Responsibilities

Manages the daily operations of records management to ensure efficiency and compliance with laws, policies, and procedures.
Management System Administrator for RMS and CAD to enter and delete information.
Oversees the preparation, processing, storage, retention, retention, destruction, and disposition of incident, traffic, criminal records, and warrants.
Directs sealing of police records and coordinates the purging of records.
Provides systems management, file maintenance, and quality control functions for the Police Department’s automated records management system.
Ensures that all Department records are properly maintained, distributed, filed, and purged in accordance with federal and state guidelines.
Appears in court as required to serve as the custodian of Department records.
Oversees the release of criminal offender record information to interested parties, as appropriate.
Provides supervision to Receptionist who receives visitors and telephone calls from citizens.
Assists with answering phone calls and citizens who come in to make a report.
Researches, recommends, and implements policies, procedures, and modern management methods and techniques.
Orders office supplies for department.
Responds to requests for information and difficult citizen complaints.
Make and maintain all Town employee ID cards.
Ensures compliance with policies, procedures, and legal mandates.
Establishes guidelines for compliance with federal, state, and local mandates for release of information.
Provides reports for other departments or insurance companies.
Performs related duties as may be assigned.