Police Records Manager

  • City of Boynton Beach, FL
  • Boynton Beach, Florida
  • Nov 09, 2018
Full Time Administration and Management Public Safety Records Management

Job Description

Purpose of Classification The purpose of this classification is to manage and supervise the daily operations of the Police Records Division to ensure that police records are processed and filed in accordance with established laws, policies and procedures.  The incumbent serves as the NCIC/FCIC terminal agency coordinator for the Division.
Essential Functions The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification.  They are not listed in any order of importance.  The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.
 
Supervises, directs, and evaluates assigned staff, addressing employee concerns and problems, directing work, counseling, and managing employee performance.
 
Develops work schedules, approves vacation time and overtime, and coordinates personnel changes for the Division's three shifts.
 
Assigns, directs, and supervises the work of Police Records Technicians; interprets and explains policies and procedures; monitors work to ensure compliance with applicable laws, policies and procedures; coordinates training and certification activities; provides assistance in completing job tasks.
 
Assists in the recruitment and selection of Police Records Technicians.
 
Compiles crime statistics and prepares Uniform Crime Reporting Form for transmittal to the Florida Department of Law Enforcement.
 
Prepares juvenile arrest report for the Florida Department of Juvenile Justice; prepares arrest report for Florida Department of Law Enforcement.
 
Reviews National Crime Information Center/Florida Crime Information Center, NCIC/FCIC, validation report, police case index report, and other summary documents for errors or problems; makes corrections and changes as needed.
 
Reviews crime reports for correct coding and for accuracy and completeness.
 
Serves as the division's terminal agency coordinator (TAC); coordinates training and certification for operating NCIC/FCIC system; logs and documents system inquires and entries; coordinates system usage and security.
 
Reviews and approves petty cash receipts reports and other related forms and reports.
 
Directs the division's records management activities involving the expunging, destruction, sealing, and/or storage of police records.
 
Researches and gathers statistical data on crime trends, police incidents and other information; disseminates information to department and City staff, citizens, county and state agencies as requested.
 
Refers to policies and procedures, state statutes, computer manuals, , union contracts, Police Index Codes, technical handbooks and guidelines, maps, and other documents.
 
Maintains a current knowledge of public record laws, departmental rules and City policies and procedures.
 
Ensures departmental compliance with all applicable laws, rules, regulations, standards, policies and procedures; initiates actions necessary to immediately correct deviations or violations.  
 
 
ADDITIONAL FUNCTIONS
 
Performs other related duties as required.
 
Minimum Qualifications Bachelor's degree with three (3) years of experience working in Police Records or an Associate's degree with five (5) years of experience working in Police Records. Must have at least two (2) years of verifiable supervisory experience. Must possess and maintain or receive within the first six (6) months of employment, NCIC/FCIC Terminal Agency Coordinator Certification and Uniform Crime Reporting Certification with the State of Florida. Failure to obtain the required certifications within the first six (6) months of employment may result in recommendation for demotion or termination. Must possess and maintain a valid Florida driver's license.
Supplemental Information COMMUNICATION COMPETENCIES
 
The ability to clearly communicate Department and City Goals, Policies, Strategic Plans and other key information to employees and peers using multiple communication platforms including e-mail and social media.
 
Effectively communicates with supervisor, employees, other departments, contractors, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
 
Accurately and expeditiously responds to inquiries for information from various individuals.
 
Ability to prepare accurate and thorough written records and reports.
 
Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal direction.
 
Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.

KNOWLEDGE, SKILLS, AND ABILITIES

Extensive knowledge of Florida State Statute 119.
Knowledge of principles and practices of data storage, retrieval, processing, retention and disposition.
Knowledge of the modern and complex principles and practices of the criminal justice system.
Highly skilled in organizing and operating a law enforcement records management system.
Ability to direct the day to day operations of the Records Division.
Ability to communicate clearly and concisely both orally and through writing.
Ability to establish and maintain effective and harmonious working relationships with management, other City employees, subordinates, elected officials and others.
Ability to plan, organize, and manage multiple tasks, as well as adjust to changing priorities.
Ability to keep all work matters confidential.
Ability to read, understand and apply applicable codes and apply applicable codes and regulations to records management systems and operations.
Ability to supervise others including selecting, training, evaluating, organizing and assigning work.
Strong computer skills, including accurately utilizing and operating assigned law enforcement software applications.

PHYSICAL AND SENSORY REQUIREMENTS / ENVIRONMENTAL FACTORS
 
Physical Ability :  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
 
Sensory Requirements :  Some tasks require the ability to perceive and discriminate sounds, and visual cues or signals.  Tasks require the ability to communicate orally.
 
Environmental Factors : Essential functions are regularly performed without exposure to adverse environmental conditions.
 
 
The City of Boynton Beach, Florida, is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.  The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. 
 
The City of Boynton Beach, Florida, is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.  The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.

 

Additional Information

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