Manager, Police Records

Police Records Management Supervisor

To perform high-level management/administrative functions in the handling and maintenance of police records. Work involves directing the maintenance, storage, distribution, retention, and disposal of law enforcement records, ensuring compliance with state and federal laws. Directly train and supervise records staff, manage automated records systems, handle public records requests, and prepare reports on crime statistics. Exercise independent judgement and initiative along with experience and specialized knowledge regarding public records management best practices.

Essential Functions

• Responsible for activities and operations of designated phase of Police Department administration, including personnel, equipment, files and records, training, public relations, performance review, applicant interviews and other assigned duties.
• Directs and assigns work to subordinates engaged in data entry, coding, filing, and retrieving varied police records.
• Manages daily operations of the records division and supervises staff, including scheduling, assigning work, and performance evaluations
• Orients and supervises the training of employees; reviews the work of subordinates for accuracy; assists in developing new or revised records keeping procedures.
• Answers inquiries by telephone or correspondence on matters related to the work of the unit and related departmental policies and procedures.
• Maintains liaison with the news media and assists public information officer for the department as needed.
• Compiles statistical reports; compiles and prepares monthly and annual reports; reviews various reports and records prior to submittal to various officials and agencies. Assists the Crime Analyst with disseminating crime statistics information.
• Establishes and maintains complete and compliant communications with various entities for information exchange and accurate documentation, i.e. attorneys, outside law enforcement agencies, division officers, the State Attorney's Office (SAO), the Department of Children and Families, and various other local, state and federal agencies.
• Supervises the process of subpoenas and notices of deposition for Department personnel.
• Supervises the distribution of intra-departmental mail.
• Assigns work, provides instructions, and sets priorities by considering availability of staff, time, materials and equipment.
• Compiles, summarizes, and publishes, statistical and research data for departmental and public requests.
• Prepares NIBRS (National Incident-Based Reporting System) statistical transmittals to FDLE, analyze edits and troubleshoot.
• Coordinates with MIS to troubleshoot RMS (Records Management System) computer problems and communicate with the programmers.
• Interacts with various agencies and vendors for a wide variety of reasons, to meet department needs, via telephone, correspondence, or meetings.
• Interprets and applies Florida laws, FDLE or City policies as they apply to Public Records and Records Retention, sealing and expunging records.
• Evaluates employee performance, provides guidance, and coaching with employees.
• Acts as RMLO (Records Management Liaison Officer) for the Police department records with the Florida Department of State, Division of Library and Information Services.
• Prepares records for destruction or off-site storage in accordance with rules and regulations.
• Ensures compliance with accreditation standards for law enforcement records.
• Verifies that court-ordered sealing or expunctions are processed correctly.
• Reviews the work of clerks by observing results and feedback regarding quality of work.

Minimum Qualifications

• Bachelor's Degree in from an accredited college or university with major coursework in public or business administration or a related field,
• Six (6) years of experience in a public records office or police records environment,
• Two (2) years of supervisory experience where direct supervision was required, ​
• Or the equivalent in education, training, and experience, which would provide the necessary knowledge, skills and abilities,
• Familiarity with database/records management is required.

Job Based Competencies

• Ability to instruct, train, assign, supervise, and review the work of subordinates.
• Knowledge of records maintenance principles, procedures, rules, and regulations.
• Knowledge of Florida Sunshine Law and Public Records regulations.
• Knowledge of Microsoft Office Applications.
• Knowledge or the ability to obtain knowledge of Florida law, relating to records, criminal laws, and those pertaining to release of criminal history information and sealed and expunged records.
• Knowledge of modern management methods and practices.
• Knowledge of Business English, spelling, punctuation, and mathematics.
• Knowledge of modern office practices, procedures, and equipment.
• Ability to work effectively and courteously with the public and other employees.
• Ability to communicate clearly, both orally and in writing.
• Ability to prepare accurate correspondence.
• Ability to hear, speak and understand…