Records Manager

Under general direction, plan, manage, and coordinate the operations of the Police Department's Records Division; ensure compliance with federal, state, and local laws and California Department of Justice reporting requirements, including NIBRS, RIPA, and Public Records Act obligations. Exercises supervision over the Records Division and provides highly responsible and complex professional support and guidance to department management.

• Plans, organizes, and manages the daily functions of the Records Section, including maintenance, processing, and distribution of police records. Ensures all activities comply with the California Public Records Act (CPRA), CLETS/NCIC regulations, and other state/federal mandates;
• Directs, trains, and evaluates the performance of professional and technical staff. Handles performance issues, participates in the selection of new staff, and implements disciplinary procedures when necessary;
• Serves as the official custodian of criminal justice records. Responds to subpoenas, verifies and authenticates records for court, and coordinates the annual records destruction process in conjunction with the City Clerk;
• Participates in the development and oversight of the division budget. Identifies funding needs for staffing and equipment, monitors expenditures, and ensures the effective use of resources to improve productivity;
• Research, compile, and prepare monthly, quarterly, and annual statistical reports, including RIPA and NIBRS crime data submitted to the California Department of Justice and the FBI; analyze data trends to support staffing decisions, resource allocation, and operational improvements;
• Oversees the use and maintenance of the Records Management System (RMS) and other automated information systems. This includes managing digital document-imaging programs, ensuring system security, and coordinating with vendors for equipment repairs or software enhancements;
• Oversee and resolve complex citizen complaints and sensitive inquiries regarding the release of records and information; direct and supervise front-counter and lobby operations to ensure staff provide professional, equitable, and culturally responsive service in compliance with legal and departmental requirements;
• Serve as the primary liaison for the Records Bureau with other City departments, the District Attorney’s Office, and external law enforcement agencies; represent the Department at professional meetings and interagency task forces; and monitor legislative and regulatory developments affecting records management to ensure ongoing compliance and best practices;
• Oversee all information released in response to Public Records Act requests, subpoenas, and discovery requests; coordinate closely with the City Attorney’s Office regarding changes in laws, red actions, and other legal requirements; and ensure that all records released to the public comply with applicable federal, state, and local laws;
• Develop, implement, and maintain comprehensive policies and procedures governing all aspects of records management, including the creation, storage, retention, archival, and lawful release of records. Ensure procedures comply with federal, state, and local laws, including the California Public Records Act (PRA), DOJ reporting requirements (RIPA and NIBRS), and other applicable criminal justice mandates;
• Regularly review and update policies to reflect changes in legislation, departmental priorities, and best practices;
• Train Records Bureau staff on proper procedures, monitor adherence, and conduct audits to identify gaps or inefficiencies;
• Provide guidance to department leadership on records-related policy issues, recommend improvements, and oversee…