Records/CJIS Administrator

County of Luna•Deming, NM

20h

About The Position

Under the direction of the Dispatch Director or designee, the Records/CJIS Administrator oversees the operation, compliance, security, and integrity of the agency’s National Crime Information Center (NCIC), Criminal Justice Information Services (CJIS), and related criminal justice information systems. The role ensures compliance with FBI CJIS Security Policy, state regulations, and agency policies and procedures, and provides leadership, guidance, training, and oversight for personnel assigned to NCIC-related duties. The position may also assist TACs at the Sheriff’s Office (LCSO), Detention Center (LCDC), Deming Police Department (DPD), and Courts. The Administrator serves as the agency’s primary contact with state and federal agencies on NCIC and CJIS matters; maintains policies and procedures; oversees audits, validations, records, certifications, and compliance; and coordinates with IT staff and agency administration to safeguard CJIS-related systems and information. The position also works closely with the Luna County IPRA Coordinator on requests involving criminal justice records while maintaining CJIS confidentiality and security requirements. Public Safety Telecommunicator certification may be obtained, with communications-center staffing and shift coverage provided as operational needs require. The position requires a high school diploma or equivalent, at least two years of administrative, clerical, records-management, or office-management experience, U.S. citizenship, age 18 or older, and a valid driver’s license. An associate degree or higher in a related field and relevant NCIC/CJIS, records, public safety, or supervisory experience are preferred. The employee must pass required screening and background checks and obtain and maintain required certifications.

Requirements

High school diploma or equivalent required.
At least two years of administrative, clerical, records-management, or office-management experience required.
Must be at least 18 years old.
Must be a United States citizen.
Must possess and maintain a valid driver’s license.
Must successfully pass a pre-employment drug screening.
Must successfully pass a fingerprint-based national criminal history background check and maintain eligibility as required by CJIS standards.
Must be able to obtain and maintain all required NCIC, CJIS, and state certifications.
Must maintain confidentiality and demonstrate a high degree of integrity when handling criminal justice information.
Thorough knowledge of FBI CJIS Security Policy and NCIC operating procedures.
Knowledge of criminal justice records systems and applicable state and federal regulations.
Ability to interpret and apply policies, procedures, and legal requirements.
Ability to conduct audits, validations, and compliance reviews.
Ability to supervise, train, and evaluate personnel.
Strong organizational, analytical, and problem-solving skills.
Effective written and verbal communication skills.
Ability to maintain confidential and sensitive information.
Proficiency with computer systems, records-management systems, and standard office software.
Physically able to operate standard office machines and equipment, including a motor vehicle, computer, calculator, telephone, cell phone, copier, fax machine, and scanner.
Must routinely lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.
Frequently required to sit, speak, hear, enter data into computerized spreadsheets, and use word-processing and presentation software.
Vision requirements include reading routine and complex documents and using a computer; specific abilities include close vision, color vision, depth perception, and adjusting focus.

Nice To Haves

Associate degree or higher in Criminal Justice, Public Administration, Information Systems, or a related field.
At least three years of experience involving NCIC operations, CJIS compliance, records management, public safety communications, law enforcement, or related criminal justice information systems.
Experience maintaining confidential records, preparing reports, managing documentation, and coordinating compliance-related activities.
Prior supervisory or lead-worker experience.

Responsibilities

Serve as the agency’s primary point of contact with state and federal agencies regarding NCIC and CJIS operations, compliance, and security requirements.
Develop, implement, maintain, and update NCIC, CJIS, and records-management policies, procedures, and operating guidelines.
Train, mentor, and evaluate assigned personnel, including Assistant NCIC TACs.
Conduct and oversee required audits, validations, quality assurance reviews, and compliance inspections related to NCIC and CJIS operations.
Ensure personnel, vendors, visitors, and others with dispatch access maintain required certifications, training, and recertification for NCIC and CJIS system access.
Conduct third-party checks and maintain required documentation and records associated with NCIC entries and transactions.
Assist with and oversee monthly validation processes and related reporting requirements.
Coordinate with Information Technology staff and agency administration to ensure the security and integrity of CJIS-related hardware, software, networks, and data.
Oversee the entry, modification, validation, and removal of records within NCIC and other authorized criminal justice databases.
Review records, logs, transactions, and reports for accuracy, completeness, and compliance with applicable regulations and policies.
Provide guidance, technical support, and training to agency personnel regarding NCIC and CJIS operations.
Attend and participate in division, departmental, interagency, and professional meetings as required.
Attend and successfully complete job-related training, conferences, and continuing education programs as required or authorized.
Assist other agency TACs, including those assigned to LCSO and LCDC, when needed.
Work closely with the Luna County IPRA Coordinator on Inspection of Public Records Act requests involving criminal justice records while maintaining CJIS confidentiality and security requirements.
May obtain Public Safety Telecommunicator certification and assist with communications-center staffing and shift coverage as operational needs require.
Perform other duties as assigned.