Records Services Manager

City of Arlington

2d•$70,994 - $88,742•Onsite

About The Position

Under general supervision, oversees, monitors, and coordinates the work of subordinate Records Services personnel and customer service within the Administration Bureau. This role involves directing the entry, review, retrieval, distribution, retention, redaction, sealing, and destruction of official police records according to retention schedules and applicable laws. It also includes managing related fees, invoices, inter-departmental coordination, and the preparation of statistical crime data reports. The position requires managing direct reports who supervise personnel on all shifts, including handling leave requests, open records requests, customer service, and payroll. Additionally, the manager is responsible for interviewing, hiring, training, and evaluating employees.

Requirements

Knowledge of requirements and procedures for accepting, processing, and appearing for court-ordered subpoenas and depositions.
Knowledge of state government records retention schedules.
Knowledge of state and federal crime reporting guidelines.
Knowledge of other applicable federal, state, and local laws, ordinances, and regulations.
Knowledge of TCIC/NCIC databases.
Knowledge of Records Management System including UCR coding methods for report entry and statistical reporting purposes.
Knowledge of personal computers, Microsoft Office and various other software, internet, network applications.
Knowledge of leadership, supervisory and office management practices, and procedures.
Knowledge of disciplinary policies and procedures.
Knowledge of payroll system, policies, and procedures.
Knowledge of basic math/accounting skills.
Skill in communicating effectively, both verbally and in writing.
Skill in leading, planning, organizing the training, supervising, and evaluating of subordinates.
Skill in filtering applicants, interviewing, hiring, administering discipline, and terminating employees.
Skill in handling escalated customer service issues.
Ability to analyze, evaluate, and resolve issues effectively and firmly with courtesy and diplomacy.
Ability to prepare meaningful and informative reports.
Ability to interpret and oversee compliance with contracts, ordinances, policies, and procedures.
Bachelor's degree in business, management, criminal justice, or a related field.
Three (3) years of supervisory experience.
Criminal background check.
CJIS Certification background check.

Nice To Haves

An equivalent combination of education and experience may be accepted.

Responsibilities

Direct the entry, review, retrieval, distribution, retention, redaction, sealing, and destruction of official police records according to retention schedules, policies, procedures, court orders, and local, state, and federal laws.
Assess and collect related fees and fines for daily deposits.
Review and approve related invoices for payment of vendor services.
Coordinate with other departments for cross-City support to implement and maintain internal databases, systems, and processes.
Direct the preparation of the monthly statistical crime data and report to necessary departmental employees and other governmental organizations.
Manage direct reports who supervise personnel on all shifts, including monitoring and approving leave requests, handling open records requests, customer service, and payroll.
Interview, hire, train, and evaluate all employees according to probationary and annual performance evaluation procedures.
Manage annual budget for Records Services Division.
Direct citation inventory management and issuance of citation books.
Monitor and notify officers of missing citation books, citations written out of order, and citations returned by the municipal court needing corrections.
Process officer written requests to void citations.
Develop and prepare reports for analyzing production rates, workload volume, and staffing requirements.
Oversee supply requisitions for unit(s).
Manage contractual obligations of vendors and City in accordance with state laws and City ordinances as related to report entry, record keeping, open records requests, and permitting.
Act as or designate a person to act as Records Custodian for the Police Department to accept and process subpoenas and depositions, as well as testify in court.
Perform destruction, sealing, and deletion of all documents and electronic information for court-ordered expunctions and juvenile seals.
Regularly attend and participate in senior staff meetings, projects, and committees.
Present annual training for New Supervisor In-Service Training on report processing and report review.