Law Enforcement Asst Rec Mgr

PAY: $19.00/hr

SUMMARY

This position is responsible for assisting the Police Records Manager in the technical and supervisory functions within the Records Division to include complex technical duties designed to expedite the administrative processes and procedures related to documenting, maintaining, and controlling police records, case files, statistics, NIBRS reporting, and public information. Duties include making decisions under the oversight of the Police Records Manager regarding daily operations such as planning, coordinating, scheduling, assigning, and evaluating the work of Records Division personnel; responsible for the development and management of the Police Records systems; retrieving and distributing law enforcement data and information; respond to inquiries and complaints and conduct internal or citizen complaint investigations. Ensure the processes and procedures of the department are adhered to and that critical timelines are disseminated to assigned staff and met. Review and make decisions on improving the operational efficiency within the Records Division; determine the appropriate use and organization of Records Division employees. Conduct employee performance evaluations; provide corrective counseling and make recommendations regarding disciplinary actions.

ESSENTIAL RESPONSIBILITIES

• Supervises, schedules, reviews and evaluate the work activities of assigned staff in the Records Division.

• Supervises the day-to-day operations within the Records Division.

• Conduct performance evaluations of assigned personnel.

• Provides guidance, vision, and instruction to personnel to assist in meeting requirements and expectations.

• Oversee Records Division responsibilities are completed within legal and procedural requirements.

• Schedules and conducts regular group and individual meetings with Records Division personnel.

• Effectively recommends and/or takes actions regarding Records Division personnel to include probationary decisions, discipline, terminations, and performance evaluations with approval from the Police Records Manager.

• Participate in interview panel for hiring of Records Division personnel or appoint appropriate personnel as needed.

• Assists with the development of budgetary recommendations and administrations.

• Identifies system and equipment operations deficiencies and recommends potential solutions.

• Assist with maintaining computer system records.

• Assists in developing departmental policies and procedures and maintaining compliance.

• Resolves citizen and internal complaints regarding Records Division and Records Division personnel.

• Mentors, coaches, counsels, and resolves conflicts among Records Division personnel.

• Follows specific legal guidelines, oversees the preparation and distribution of police reports and other reports to individuals and agencies requesting such reports.

• Monitors safety conditions of the work environment.

• Participates in Command Staff meetings, coordinates and participates in job-related training and leads staff meetings.

• Assist in overseeing court ordered juvenile expungements and sealing of records, and expungements of adult records.

• Oversees reporting of internal statistics for NIBRS reporting.

• Coordinates NIBRS reporting per FBI and State requirements.

• Directs the destruction of police records in accordance with departmental policy and State and Federal mandates.

• Assists in conducting organizational studies as needed regarding work flow, time factors, procedures, and staffing needs and make recommendations to the Police Records Manager.

• Assists with coordinating upgrades to the Records Management System for quality data control.

• Oversee the security of all Police records.

• Assists with providing security audits of Police Department databases as requested.

• Oversee that requests for background information are processed within established guidelines, rules, and regulations of the Public Information Act.

• Ensures departmental compliance with legal guidelines for release of any or all information.

• Assist with security profiles of the RMS software, PowerDMS, Coplogic, CRASH, Emerald, Public Information website, Texas Driver's License Imaging, and any other acquired databases for the Police Department as assigned, for all internal and external users.

• Participate in the development of records related goals and objectives, as well as policy and procedures.

• Oversee the weekly balancing and reconciling of money received at the front counter.

• Ensure Records Division staff is properly trained in all areas of their specific job requirements.

• Responds to questions and concerns from departmental staff, general public, and other agencies.

• Attends and participates in training seminars and programs; continually keep abreast of changes in procedures, regulations, and laws.

• Performs other job-related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Extensive knowledge of the functions of the Records Management System.

• Knowledge of Police Department and City policies, procedures, and databases.

• Knowledge of and ability to use a computer and the required software.

• Knowledge of Federal and State guidelines for NIBRS reporting.

• Knowledge in State and local laws and regulations governing maintenance and release of Police records.

• Knowledge of leadership, supervisory and Human Resource management techniques.

• Possession of effective oral and written communication skills.

• Knowledge of principles and practices of office and records management.

• Knowledge of Texas Penal Code.

• Knowledge of scanning and indexing electronic documents.

• Ability to enter, process, and retrieve information from a variety of the Police Department's systems.

• Ability to interpret, apply, and explain policies, procedures, and regulations.

• Ability to handle stressful and difficult situations in a professional, rational and logical manner.

• Ability to exercise independent judgment and make decisions.

• Ability to maintain strict confidentiality related to sensitive administrative and legal information.

• Ability to establish and maintain effective working relationships with staff, officials and the public.

• Ability to use multiple department specific software applications, computers, and various office equipment (fax, copier, etc.).

• Ability to problem solve.

• Ability to deliver informational presentations.

• Ability to perform technical, detailed, and responsible support work.

• Ability to be detailed and organized in an office setting.

• Ability to supervise, schedule, train and evaluate the work of others.

MINIMUM REQUIREMENTS

Bachelor's degree in Criminal Justice, Business/Public Administration or other appropriate field of study plus 2-4 years directly related experience; OR an Associate's degree plus 4-6 years directly related experience; OR High School Diploma plus 6-8 years directly related experience. Equivalent combinations of education, experience and training will be considered. Some previous leadership, supervisory, or management experience is required as determined by the Chief of Police.

Ability to read, write, and speak the English language at a high school graduate level; high school graduate or GED; ability to type 45 wpm; must have normal hearing or corrected to normal hearing; 20/40 or corrected to 20/40 eyesight; ability to follow written and verbal instructions; ability to work under stressful conditions; ability to occasionally work overtime.

Must be able to pass NCIC/TCIC, CJIS requirements, training, and testing within 6 months of being hired.

Prior to being accepted for this position, applicant must successfully complete a polygraph exam.

A Police Department employee must have an excellent reputation in order to maintain the public's trust in the Police Department. The following factors would automatically disqualify an applicant: Any felony or Class A misdemeanor conviction; Class B misdemeanor conviction within the last 10 years; any conviction of family violence; currently under indictment for any criminal offense; or a discharge from military service under less than Honorable conditions. The following factors could disqualify an applicant: Any illegal possession or use of a controlled substance, including marijuana; excessive traffic convictions; or a history of bad debt.

PREFERRED REQUIREMENTS

Bilingual; knowledge of the Texas Penal Code; Public Information Act; NIBRS reporting; prior experience with a law enforcement agency

WORK ENVIRONMENT

This is primarily an office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees may be required to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

The City of Amarillo is an Equal Opportunity employer and encourages applications from eligible and qualified persons regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability, genetic information or protected veteran status, in compliance with applicable federal, state and local law.

The City of Amarillo provides reasonable accommodations to applicants with disabilities on a case by case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resources Office at 806-378-4294.