Police Records Manager

Performs professional work involving the development, coordination, administration, and evaluation of diversified projects, and directing the central records management program for the City of Boca Raton Police Services Department.

This position is responsible for researching, planning, assigning, implementing, and identifying emerging trends that may affect police services records retention.   Employee has considerable knowledge of departmental procedures and operation, expertise with City ordinances, which are enforced by the Police Services Departments, State of Florida Public Records Law, and Federal Privacy Act.

Duties include compiling statistical information, coordinating programs, analyzing and devising performance methods and measures, formulating recommendations to managers.  Employee manages a team operation responsible for the intake, maintenance, processing, dissemination and retention of police records.

• Oversees the operations and personnel of the Police Records Section.
• Assists in the development and implementation of Police Records Section policies and procedures.
• Coordinates selected intradepartmental activities, which involve more than one division.
• Researches and prepares reports, charts, and graphics relative to departmental functions and services.
• Participates in the comprehensive 5-year action plan for the Police Services Department.
• Trains subordinate employees in records section procedures, schedules, and assignments as established.
• Counsels’ records employees on job performance when needed.
• Evaluates work performance of subordinates, conducts performance evaluations, and recommends disciplinary action as necessary.
• Recruits, selects, and recommends the hiring of Police Records personnel.
• Responsible for overseeing procurement of office supplies and ensuring other finances stay within department budget.
• Provides information to employees, the public and other government agencies to include facilitating public records requests.
• Handles and resolves the more difficult and technical problems regarding police records.
• Prepares reports for review and dissemination.
• Completes monthly employee inspections for uniform and personal appearance.

Related tasks:

• Advises personnel at all levels within the agency on issues related to creation, use, distribution, storage, and disposition of police records and information.
• Performs related tasks as required.

Knowledge of:

• Sound planning techniques and practices
• Modern office procedures, systems, and equipment
• Modern record retention and Public Records dissemination procedures and practices
• Agency forms, terminology, and records
• Department programs, policies and procedures and applicable state statutes.
• Methods and procedures for handling cash and maintaining records of monies received.

Skilled in:

• Microsoft Office software and the ability to acquire competency in the use of departmental computer applications including the Records Management System and CAD.
• Develop and implement work related training programs
• Writing of professional and effective letters, memos, emails, reports, manuals, and policies.
• All tasks performed in the Police Records unit

Ability to:

• Plan, organize, evaluate, and supervise the work of subordinates
• Prioritize and keep accurate and detailed records
• Establish, maintain, and update complex filing systems
• Assess a variety of problems and present sound recommendations in a logical format for their resolution
• Develop and disseminate procedures for the Police Records Station aligned with best practices to meet objectives
• Analyze and present statistical data, facts, and conclusions clearly in written and verbal form
• Understand and comply with complex verbal and written instructions
• Prepare and explain comprehensive narratives and statistical reports
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with other employees and managers, and the public as necessary.

• High School Diploma required
• Bachelor’s degree from an accredited college or university with major course work in business management, public administration, criminal justice, or related field AND
• Three (3) years experience of progressive responsibility involving research methods, preparation, presentation, and the day-to-day management and coordination of a wide range of projects and record management
• Previous experience in a team-oriented customer services environment
• Possession of a valid State of Florida Class “E” driver’s license

PREFERRED QUALIFICATIONS:

• Previous experience in a criminal justice or law enforcement setting
• FCIC and NCIC Certification OR must be able to obtain full access FCIC and NCIC certification within the first six (6) months of employment

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check
• Employment Verification
• Reference Checks
• Motor Vehicle Report (MVR) Check
• Certification/License Verification
• Credit Check
• Fingerprinting
• Polygraph
• Neighborhood Check
• Drug and Alcohol Screen

Salary : $67,683 - $90,865