Division Manager - Police Operations Support Services Division

The San José Police Department is dedicated to providing public safety through community partnerships and 21st Century Policing practices, ensuring equity for all. The Department is committed to treating all of San Jose's diverse community members with dignity, fairness, and respect, while protecting their rights and providing equal protection under the law.The San Jose Police Department is seeking a Division Manager for the Operations Support Services Division (OSSD) of the department.  OSSD is comprised of approximately 89 employees, with a budget of approximately $9.4 million dollars.  The OSSD Division Manager is an essential position within the Police Department and reports directly to the Captain of Bureau of Administration (BOA).

BOA and the OSSD operate and maintain critical systems in support of public safety on a 24/7 basis.  The primary purpose of OSSD is to manage and maintain local, state and federal databases in order to assist in the identification, apprehension and prosecution of criminal offenders and to ensure officer and public safety.  The Division is divided into five units, which include: Vehicle Records Unit, Report Processing Unit, Warrants Unit, Services & Communications Unit, and Fingerprints.

• The Vehicle Records Unit processes all reports and calls related to stolen, recovered, impounded, private property towed, and repossessed vehicles. The Unit enters and updates data in all local, state, and national databases. Duties include coordinating with investigative units on the release of vehicles held for investigation or as evidence of crime.

• The Report Processing Unit processes all incoming reports and provides a variety of services to the public, officers, and other government and law enforcement agencies.

• The Warrants Unit processes all warrants. Duties include 24/7 "hit confirmation" for officers and other agencies checking the status of warrants, sending warrant abstracts to arresting agencies, managing "due diligence" documentation, purging expired warrants, updating local, state, and national databases, and providing services to members of the public who "self-surrender". This Unit is also responsible for processing traffic citations.

• The Services & Communications Unit provides a variety of services to officers, other agencies and the members of the public. Services include data retrieval, requests for copies of reports, background requests and Clearance Letters for Visa & Immigration purposes. The Unit also processes subpoenas for records and Public Records requests. Duties include entries and updates of firearms and property in all local, state and national databases.

• The Fingerprint Unit processes all "non-custodial" bookings and registrants. This Unit is also responsible for managing local, state, and national databases for all criminal citations.

This position will oversee OSSD and related issues in support of the Police Department's mission. The OSSD Division Manager will work closely with the Communications and Systems Development Division Managers and must possess strong leadership, decision-making, and collaborative skills. The Division Manager will take a critical role in developing a cohesive work environment and change management for the future.

The Division Manager will set division policy related to OSSD protocol and will ensure workforce productivity through effective interpersonal skills and adherence to instituted procedures.  The Division Manager will supervise shift managers, assign and prioritize staff work, evaluate the performance of mid-level managers, act as the Custodian of Record for most records retained in the department, coordinate the release of Public Records Acts requests, and monitor the evaluation process for all of the Division employees.

The Division Manager will be responsible for preparing, administering and managing the Division budget.   This will include drafting purchasing documents and maintenance of contracts. This will be accomplished by negotiating contracts, scheduling vendors and requesting services.  The Division Manager will be responsible for holding contractors accountable in an expeditious and efficient manner. Additionally, the Division manager will be responsible for authorizing expenditures in compliance with City protocols and that the division budget is kept within the appropriate authorizations.

The Division Manager will oversee the management of all aspects of policy related to the Division's operation. This includes management of the Division's access to local, regional, state and nationwide databases such as the Records Management System (RMS), California Law Enforcement Telecommunications (CLETS), Sheriff's Law Enforcement Telecommunications (SLETS), National Crime Information Center (NCIC) and Criminal Justice Information Control (CJIC) systems.  

The Division Manager will prepare and present Department reports for Senior Management and City Council.   This will include preparing Annual Performance Plans and Quarterly Program Management Reports that encompass measures, accomplishments and needs of the Division.

The salary range for this classification is $131,187 to $207,658 annually. This salary range(s) includes an approximate five percent (5%) ongoing non-pensionable compensation. Actual salary shall be determined by the final candidates' qualifications and experience.

The essential functions of this position are as follows:

• A history of effectively managing staff and working in an environment in which senior department managers regularly balance competing expectations from groups with diverse points of views and interests.

• Skill in creating new approaches to a variety of unprecedented and problematic situations.

• Ability to manage a complex operation, communicate well with an experienced staff, including the oversight of a police support services operation for both day-to-day operations as well as future development.

• Politically astute and able to establish trust with other City departments, as well as outside public and private agencies.

• Strong leadership ability relating to employee supervision, motivation, training and hiring, including mentoring and coaching.

• Understand and communicate information about complex systems to individuals with varying levels of experience.

• Knowledge of modern law enforcement systems, such as: California Law Enforcement Telecommunications Systems (CLETS), Automated Field Reporting (AFR)/Records Management Systems (RMS) and Law Enforcement information sharing systems, etc..

• Reviews and interprets Federal, State, and local mandates and departmental policies and procedures. Including participating in both DOJ and FBI audits

• As the Custodian of Record appear in court.

• Effective communication skills and approachability with staff at all levels.

• Commitment to excellence and customer service.

• Ability to clearly express ideas, verbally and in written form.

• The division operates 24 hours a day, 365 days of the year including holidays.  As such, the Division Manager must be available via telephone at all times.  This position will require the employee to work 5 days a week and may be scheduled to work evenings, nights and/or weekends.

Education and Experience

Bachelor's Degree in a closely related field and six years of progressively responsible directly

related experience, including three years of supervisory experience.

Required Licensing (positions in this class may require one or more of the following):

• Valid CA Driver's License

Desirable Qualifications

• Completed CLETS Train the Trainer

• In a position that included Department of Justice

• Agency CLETS Coordinator assignments.

• POST Records Supervisor Certificate

The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.  Desirable competencies for this position include:

Job Expertise

• Demonstrates knowledge of and experience with applicable professional/technical systems, principles and practices, Citywide and departmental procedures/policies, and federal, state and local rules and regulations.  Knowledge of: modern law enforcement systems such as: California Law Enforcement Telecommunications Systems (CLETS), Automated Field Reporting (AFR)/Records Management Systems (RMS), Law Enforcement information sharing systems and systems security are highly desired.

Leadership

• Leads by example; is accountable for all aspects of the unit, demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment, encourages and rewards risk-taking, allowing others to learn from mistakes.

Management - evaluates priorities to ensure the 'true' top priorities are handled satisfactorily; sets clear goals for the employees and their work units. Can delegate responsibilities to direct reports and ensure adequate project completion.

Maintaining Personal Credibility/Meeting Ethical Standards

• When confronted with ethical dilemmas, acts in a way that reflects relevant law, policy and procedures, agency values, and personal values.

Analytical Thinking

• Approaches a situation or problem by defining the problem or issues; identifies a set of features, parameters, or considerations to take into account; collects and analyzes data; uses logic and intuition to arrive at conclusions and recommendations.

Communication Skills

• Communicates and listens effectively and responds in a timely, effective, positive, and respectful manner; written reports and correspondence are accurate, complete, current, well-organized, legible, concise, neat, and in proper grammatical form.

Project Management - ensures support for projects and implements agency goals and strategic objectives.

Political Skill

• In taking action, demonstrates an understanding and consideration of how it will impact stakeholders and affected areas in the organization.

Problem Solving

• Approaches a situation or problem by defining the problem or issue; determines the significance of problem(s); collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.

Supervision - sets effective long and short-term goals based on a good understanding of management practices; establishes realistic priorities within available resources.

Teamwork & Interpersonal Skills

• Demonstrates a positive attitude and flexibility along with the ability to develop effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.

Technical Credibility

• Appropriately applies procedures, requirements, regulations, and policies to related service delivery or regulatory activities.

Selection Process

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the job specific questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process.  Additional phases of the selection process will consist of one or more interviews, as well as a background investigation.

You will be prompted to answer the following job-specific questions during the online application.

• Do you have at least (3) three years of experience working with federal and state laws, rules and regulations, and local codes and standards as they apply to law enforcement operations?  If yes, describe in detail this experience and include your position or title at the time.

• Do you have experience with modern law enforcement systems such as California Law Enforcement Telecommunications Systems (CLETS), and Automated Field Reporting (AFR)/Records Management Systems (RMS), and Law Enforcement information sharing systems?  If so, please describe your experience; be sure to list the name of the system, number of years of experience, and your level of responsibility for each system.

• Do you have experience with managing a budget?  If yes describe this experience in detail including the amount of the budget and the scope of your responsibilities.  Include the name of the organization.

• Do you have experience with program management for specific projects?  If yes describe this experience in detail including the types of projects and the scope of your responsibilities.

• Please describe any specialized training and/or courses you have received related to this position such as police records management, public records disclosure, or law enforcement telecommunication. Please be sure to include information related to the source of the training such as DOJ, POST, CLEARS, etc.

If you have questions about the duties of this position, please contact Veronica Andrade by email at Veronica.Andrade@sanjoseca.gov.

If you have questions about the recruitment process, please contact Alexandria Rodriguez by email at Alexandria.Rodriguez@sanjoseca.gov.

This classification is part of Executive Management (MGT).