Police Records Manager

City of Fayetteville, North Carolina; Fayetteville (NC); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Paid Vacation, Sick Leave and Holidays

Retirement

Job summary

City of Fayetteville, North Carolina seeks a Police Records Manager to supervise the Central Records Unit, ensure adherence to retention schedules, and support department operations with accurate records management. The role requires independent judgment, leadership, and collaboration with internal teams and outside agencies.

Responsibilities include budgeting, training, reporting, and ensuring compliance with state and federal laws; a valid driver's license and DCIN/Notary certifications are

Qualifications

• Four years of increasingly responsible administrative or records management experience, including two years of lead or supervisory responsibility.
• High School diploma supplemented by college level coursework or specialized training in business administration, public administration or a related field.
• Possession of an appropriate valid driver’s license and ability to obtain DCIN/NCIC certification within 90 days, and Notary Public certification within 6 months from date of hire.

Responsibilities

• Serve as the Department’s Records Manager/Custodian for records; maintain records per retention schedules and compliance documentation.
• Assist with development of programs for maintenance of police information by IT/Data Base Manager.
• Supervise and evaluate departmental personnel; provide or coordinate staff training; oversee unit supervisors.
• Coordinate unit activities with Clerk of Courts, State Bureau of Investigation and Administrative Office of the Courts.
• Manage Central Records Unit budget and overtime; assist in preparation of annual budget.
• Prepare reports and correspondence; maintain departmental records and report to the Chief of Police.
• Oversee handling of citizen complaints about unit personnel; facilitate revisions to directives for compliance.
• Maintain compliance with state and federal law and accreditation standards; write and format approved revisions.

Skills

Records management

Supervisory experience

Budget management

Interdepartmental coordination

Education

High School diploma with college coursework in business/public administration

Job description

Interested in being part of an All-America City? The City of Fayetteville was awarded the All-America City distinction for the 4th time in 2023. We are the sixth largest City in North Carolina and leverage collaboration and inclusiveness to make decisions and solve problems. Beyond this distinction, to see what Fayetteville has to offer visit DistiNCtly Fayetteville (distinctlyfayettevillenc.com).

The City of Fayetteville is currently recruiting for a Police Records Manager to, under general direction, supervise, assign, review, and coordinate day-to-day activities of the Police Department’s Central Records Unit including managing the maintenance, retrieval, protection, retention and destruction of all police records; ensure work quality and adherence to established policies and procedures; and perform the more technical and complex tasks relative to the assigned area of responsibility. This position performs difficult management and administrative work that requires the exercise of independent judgment, initiative and completes related work and special projects as required.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Serve as the Department’s Records Manager/Custodian for records received and created by the department; maintain departmental records in accordance with the federal, state departmental and municipal records retention schedule; maintain comprehensive database of compliance documentation for DCI standards; maintain Security Approval forms for Agency.
• Assist with the development of necessary programs for the maintenance of police information by IT/Data Base Manager.
• Select, train, motivate, and evaluate departmental personnel; provide or coordinate staff training; work with employees to correct deficiencies, implement discipline procedures; oversee training and development of unit supervisors.
• Oversee the coordination of the activities of the unit with other departmental divisions; serve as a liaison with outside agencies.
• Manage Central Record Units budget, overseas utilization of overtime and compensatory time of unit personnel, assists in preparation of unit’s annual budget.
• Command the overall activities of the unit assigned; participates in the development of long-range programs designed to enhance operations and make recommendations to the Support Services Division Commander.
• Supervise and participate in the preparation of reports, correspondence and maintenance of departmental records; make reports to the Chief of Police through his/her chain of command.
• Assist in the hearing and solution of citizen complaints about the unit personnel.
• Oversee the coordination of activities with the Clerk of Courts, State Bureau of Investigation and the Administrative Office of the Courts Section.
• Evaluate the unit’s written directives for compliance with state and federal law and accreditation standards, recommend necessary changes; facilitate the timely management review of recommended revisions; write approved revisions in succinct, professional language and format; maintain an efficient approval authority system.

MINIMUM QUALIFICATIONS:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience

Four years of increasingly responsible administrative or records management experience, including two years of lead or supervisory responsibility.

Training

High School diploma supplemented by college level coursework or specialized training in business administration, public administration or a related field.

LICENSING & CERTIFICATIONS:

Required

Possession of an appropriate valid driver’s license and ability to maintain insurability. Possession of, or the ability to obtain a DCI/NCIC certification within 90 days, and possession of, or the ability to obtain a Notary Public Certification within 6 months from date of hire.

Preferred

None.

Per North Carolina Administrative Code – “A conviction of a crime or unlawful act defined as a Class B misdemeanor renders an applicant or certified DCIN user ineligible to become certified as a DCIN user when such conviction is within 10 years of the application date of request for DCIN certification. A conviction of a felony or two or more Class B misdemeanors regardless of the date of conviction renders an applicant or certified DCIN user permanently ineligible to hold such certification.”

BENEFITS INCLUDE:

• Paid Vacation, Sick Leave and Holidays
• Retirement

The City is an Equal Opportunity Employer and values diversity at all levels of its workforce.