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Job Description
Summary
Under limited supervision and working under the direction of the Police Chief, the Police Records Manager plans, supervises, and reviews all of the activities and personnel of the Records and Property Divisions of the Department. The position responds to, delegates, and monitors responses to Public Disclosure Requests and ensures compliance with all legally mandated time frames.
Essential Functions
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:- Manages employees of the Records and Property Divisions; answers questions, schedules, plans, organizes, and directs; schedules and deploys personnel according to Division needs.
- Monitors flow of department records; develops, reviews, and adjusts records and property procedures to ensure compliance with state and federal requirements.
- Coordinates and administers state and national software systems that hold warrants, protection orders, stolen items, public disclosure requests, fingerprinting, etc.
- Manages Public Disclosure Requests, responds when appropriate, and ensures all requests are responded to in a timely manner.
- Oversees, reviews, and corrects all department timesheets and submits timesheets to finance; makes deposits of incoming funds to City Hall Finance Department.
- Trains and coordinates the training for personnel on legislative changes, new software, or updates to existing procedures; attends regular training to keep abreast of laws related to public disclosure, gun laws, legislation pertinent to Records and Property Divisions.
- Participates in the selection and hiring process; trains personnel; reviews and evaluates Records/Property employees annually.
- Prepares for and attends division meetings and staff meetings; prepares presentations and information for various groups and audiences; reports on Division conditions and activities.
- Responds to daily media inquiries and coordinates responses with the Criminal Investigations Lieutenant or Department PIO.
- Conducts annual reporting of statistical information and ensures all required monthly data reporting occurs.
- Oversees audits for OJJ Detained Juveniles, state and national Criminal Justice Information entries, state public disclosure request reporting, semi-annual property room and any other records or property audit requirements.
- Manages compliance with state and federal databases and oversees related compliance audits.
- Re-backgrounds existing employees annually for criminal history and driving record.
- Prepares the Division budget and oversees expenditures; submits invoices for payment; determines equipment needs and orders items.
- Performs related duties as assigned.
Qualifications
High school diploma or GED AND must be 21 years of age; Associate’s Degree in Criminal Justice, Business Management, or a closely related field is preferred; AND must have five (5) years of related experience, including three (3) years of supervisory experience; OR an equivalent combination of education, training, and experience.
Knowledge, Skills and Abilities
Knowledge of:- Municipal, federal, and state laws around records retention and schedule.
- Laws related to Public Disclosure, firearm purchases and Concealed Pistol License, protection orders, property maintenance and disposal, and fiscal management.
- Budget preparation and monitoring.
- Timekeeping information relative to payroll.
- Supervisory and personnel management skills.
- General office policies, procedures, and equipment.
- Customer service principles, practices, and etiquette.
- State and national software systems related to police records.
Skill in:- Leading, training, directing, and motivating employees.
- Developing and maintaining accurate records and filing systems.
- Interacting tactfully and professionally with City staff, outside agencies, and the public.
- Organizing and prioritizing tasks to meet deadlines.
- Completing multiple tasks simultaneously.
- Preparing clear and concise communications, reports, and documents.
- Analyzing complex problems of an emergency nature, thinking quickly, and acting calmly and effectively to work towards resolution.
- Establishing and maintaining cooperative working relationships.
- Communicating effectively verbally and in writing.
- Comprehending and communicating the Department’s policing philosophy.
- Maintaining confidentiality and privacy on all police information.
LICENSE AND CERTIFICATION REQUIREMENTS- Must be able to successfully pass the Oral Examination.
- Must be able to successfully pass the Background Investigation.
- Must be able to successfully pass the Polygraph Examination
- CPR, First Aid, and AED Certification is required.
- Access II (State Database System) Certification is required within six (6) months of hire.
BENEFITS:- Medical dental and Vision Insurances
- Life Insurance policy
- Employee Assistance Program
- Department of Retirement Systems Retirement Plan
- Paid vacation, holidays and sick leave
- Gym Membership reimbursement
- Deferred Compensation (voluntary)
APPLICATION PROCESS:
Interested applicants must submit a cover letterand resume with their application. Applications must be received no later than 11:59 p.m. on Wednesday, May 14, 2025.
Selected candidates must agree to the following process:- Fingerprint and criminal history search
- Personal background investigation
- Polygraph examination
For additional information, or a complete job description, please click on https://www.governmentjobs.com/careers/mtvernonwa/classspecs
The City of Mount Vernon provides and enforces a drug-free workplace and maintains a smoke free work environment.
The City of Mount Vernon is an Equal Opportunity Employer.- Medical, Dental and Vision Insurances
- Life Insurance policy
- Employee Assistance Program
- Department of Retirement Systems Retirement Plan
- Paid vacation, holidays and sick leave.
- Gym Membership reimbursement.
- Deferred Compensation (voluntary)
Closing Date/Time: 5/14/2025 11:59 PM Pacific -
ABOUT THE COMPANY
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City of Mount Vernon
Show moreA Message from our Mayor
Welcome to the City of Mount Vernon, Washington! Our city has a firm belief that our municipal government will be a model of success - committed to a pragmatic vision for those who choose to create a life here. You can be proud of your City Hall.
We are a mission-driven organization. We are committed to provide the most effective and efficient basic services and work with our community in a respectful and collaborative manner.
About Mayor Donovan
Mayor Donovan began his first term on January 1, 2024. Prior to becoming mayor, Peter served the residents of Mount Vernon for seven years in the Mayor’s Office. He is committed to ensuring that local city government is efficient, accessible, dignified, and inclusive.
A lifelong resident of Skagit County, Mayor Donovan loves what the city of Mount Vernon has to offer its residents and visitors. He and his wife have enjoyed raising their four children here; and he hopes to put the city on track to be a place where his children can afford to return, if they choose, to start their own families, afford their first home, and launch their own careers.
Known for his collaborative approach to leadership, he continues to develop and strengthen ties to other government entities and local agencies—to provide Mount Vernon with the best opportunity to thrive, for generations to come.
The City of Mount Vernon is a code city and a Mayor/Council form of government. The Mayor is the chief executive and administrative officer for the City of Mount Vernon and oversees and manages all operations including: Finance, City Attorney, Information Services, Human Resources, Development Services, Library, Public Works, Parks and Enrichment Services, Police and Fire Department. This includes a City staff of 255 full time employees, 56 part time/seasonal employees, and a total City budget of $141 million.
Mayor Donovan holds a Bachelor’s Degree in Communications/Public Relations from Washington State University; and a Master’s Degree in Business Administration. -