Records Manager

This position is located in the 9-1-1 Department Records Division. Under general direction of the 911 Director, performs a variety of administrative and technical tasks toward the organization, supervision, and management of manual and automated records of the Bozeman City Police, Gallatin County Sheriff’s office and the Detention Center in compliance with state and federal laws concerning the maintenance of records and dissemination of sensitive information.

The position provides assistance and information to the public, law enforcement officers and government agencies; processes and maintains city and county arrest warrants in an accurate and timely manner and maintains mandated State and Federal CJIN/NCIC certification, ensuring compliance with their policies and procedures. This position reports to the 911 Director and provides supervision over the 911 Record Clerks.

• Is the departmental administrator for the Zuercher Record Management System (RMS). Any communication between the Records Division and the vendor regarding RMS goes through the Records Manager. Crime data is submitted monthly through the RMS to the MT Board of Crime Control (MBCC) by the Records Manager, who also works with RMS vendor and MBCC for any changes and updates to the RMS.
  
  Any departmental changes needed to the system are reviewed by the Records Manager for compliance with State codes.
• Is the CJIN Terminal Agency Coordinator (TAC) and is responsible for the 911 Records Custodians initial CJIN certification and subsequent recertification. Coordinates usage, training, and compliance issues; responsible to see that compliance and protocol is maintained at all times with the CJIN terminal and subsequent materials.
• Is responsible for training and evaluating of the Records Clerks including yearly reviews and any disciplinary actions.
• Develops policies and procedures for the Records department.
• On a bi-monthly basis makes a bank deposit of the Support Services copy fees and approves the Support Services time sheets.
• Performs data entry of case dispositions, and other department data and statistics including any updates or changes to reports to maintain accurate and accessible documentation. Coordinates entry and transfer of information to CJIN, NCIC, and the Montana Board of Crime Control.
• Maintains electronic and manual records and filing systems for correspondence, daily case reports, inmate files, rap sheets, fingerprint cards, background checks, reports, contracts, and other confidential materials to ensure effective storage, reference, and retrieval of information using knowledge of the principles and practices records management.
• Enters, queries, clears, or cancels wanted persons, stolen property, missing persons, etc. including coordinating second party checks. Complete and return monthly validation checks from the Department of Justice.
• Entry of incident reports into Zuercher, entry of accident name exchange forms and lost and found property.
• Filing and maintaining GCSO incident reports and maintaining Detention Center files prior to GCDC go live with Zuercher.
• Entering Final Disposition information from Courts into Zuercher case files and sealing records when court order is received.
• Entry of criminal warrants and summons into Zuercher Warrant Module, updates the warrant modules when warrants/summons have been served, dismissed and/or recalled by the court.
• Performs second party checks on all warrant and protection order CJIN/NCIC entries.
• Gathers information requested and analyzes documents for confidential information. Redacts confidential information not available for public inspection, copies documents, collects and records associated fees and disseminates or coordinates delivery of requested information.
• Runs criminal history/background information checks on customized computer systems.
• Performs other documentation and records management functions using manual filing systems and computer systems.
• Uses State/National Law Enforcement computer systems to obtain or transmit requested information for designated law enforcement agencies (e.g., Montana Board of Crime Control and FBI…