Police Records Manager

City of Fayetteville, North Carolina; Fayetteville (NC); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Vacation & Sick Leave

Employer-paid retirement

Paid holidays

Job summary

The City of Fayetteville, North Carolina is seeking a Police Records Manager to supervise the Central Records Unit, ensuring proper maintenance, retention, and destruction of police records. The role requires directing personnel, enforcing policies, and coordinating with external agencies to uphold standards.

Ideal candidates will have 4+ years in administration or records management, with two years in supervision, and be prepared to obtain DCIN and Notary certifications within the stated

Qualifications

• Experience in administrative or records management roles.
• At least 2 years in a lead or supervisory capacity.
• Licensing: valid driver’s license and ability to obtain DCIN certification within 90 days; Notary Public within 6 months.
• Experience with records retention schedules and compliance is desirable.

Responsibilities

• Serve as Records Manager/Custodian for department records; maintain records per retention schedules.
• Coordinate with IT/Data Base Manager on systems for police information maintenance.
• Lead, train, and evaluate unit staff; enforce discipline and development.
• Coordinate with other divisions and external agencies; act as liaison as needed.
• Manage Central Records Unit budget and overtime/leave allocations; assist in annual budgeting.
• Prepare reports, correspondence, and maintain departmental records for Chief of Police.

Skills

Records management

Supervision

Budget administration

Policy compliance

Staff training

Education

High School diploma with college coursework

DCIN certification within 90 days

Notary Public within 6 months

Valid driver’s license

Job description

Description

Click here to meet some of the City’s “CAN DO” employees.

Click here to meet some of the City’s “CAN DO” employees.

The City of Fayetteville is currently recruiting for a Police Records Manager to, under general direction, supervises, assigns, reviews, and coordinates 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; ensures work quality and adherence to established policies and procedures; and performs the more technical and complex tasks relative to the assigned area of responsibility. Performs difficult management and administrative work that requires the exercise of independent judgment, initiative. 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 Police Administrative Services Manager.
• 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.

Required: LICENSING & CERTIFICATIONS: 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 six (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.”

From the time of closing, the selection process is anticipated to last approximately 4 - 6 weeks. The process will consist of a panel interview with the selected candidate being subject to a pre-employment drug screen and a background investigation, driving history check and polygraph and/or CVSA to be conducted by the Police Department.

An Equal Opportunity Employer

Health And Dental Insurance

The City of Fayetteville Employee Healthcare Benefit Plan provides comprehensive and affordable health and dental coverage while maintaining reasonable costs to employees. Coverage is available for all regular status employees scheduled to work 30 hours or more per week. Employees may also choose to cover eligible dependents. The premium is deducted on a pre-tax basis, with the City paying a portion of the premium. Qualifying employees are eligible for benefits on the 1st day of the month following 30 days of service.

Employer Paid Leave

Vacation Leave

Regular employees begin accruing vacation leave the first day of employment. Accruals are based on years of service and the number of hours an employee is scheduled to work.

Sick Leave

Regular employees begin accruing sick leave the first day of employment. Accruals are based on the number of hours scheduled to work; regular full-time employees accrue eight (8) hours per month. Sick leave hours accumulate without limits and may be used toward creditable service upon retirement from the NC Local Governmental Retirement System.

Holidays

The City of Fayetteville observes 12 paid holidays per calendar year. When Christmas day is on a Wednesday, an additional holiday is provided making for 13 paid holidays.

Bereavement

Regular employees are eligible for bereavement leave. The City will authorize 24 hours per calendar year to mourn or attend a funeral or memorial service of a family member.

Retirement

The City of Fayetteville assists employees in securing their financial future during retirement by participating in the NC Local Governmental Employees’ Retirement System, administered by the State of North Carolina. Regular employees scheduled to work 20 hours or more per week become members in the retirement system upon employment. As a member of this system, employees are required to contribute 6% of their gross salary on a tax-deferred basis.

Deferred Compensation Plans

To further assist employees in saving for retirement, the City offers two supplemental retirement savings programs. These programs enable regular full-time, and part-time employees working at least 20 hours per week, an opportunity to save a portion of their salary on a tax-deferred basis to supplement their retirement benefits. These programs are the NC 401(k) plan and NC 457 plan; both administered by Empower. The City currently contributes 4% of base salary to an eligible employee’s NC 401(k) account.

Cafeteria Plan / Supplemental Benefits

Realizing that each employee may have different insurance needs, the City offers its employees the opportunity to supplement City-provided benefits by selecting from the benefits listed below. These benefits are offered at employee's expense through payroll deduction:

• Flexible Spending Accounts (FSAs) – Healthcare and Dependent Care Reimbursement Accounts (pre-tax)
• Short-Term and Long-Term Disability Insurance
• Optional Life & Accidental Death & Dismemberment

Death Benefit

The first year an employee contributes to the retirement system, the City provides a death benefit of $3,000 once the employee is benefits eligible. After one year as a contributing member of the Retirement System, a death benefit is provided by the NC Retirement System that is equal to the highest 12 months’ salary in a row during the 24 months before death, no less than $25,000 and no more than $50,000. There is no cost to the employee for this benefit.

Pay Periods / Deduction For Benefits / Direct Deposit

City employees are paid bi-weekly (every other Friday). Benefit deductions are taken for 24 pay periods of the year. As an added convenience and safety measure, the City requires all new employees to sign up for direct deposit.

Employee Assistance Program

The EAP is available at no cost to all employees and their household members. The EAP provides confidential guidance on legal, financial and personal issues affecting your health, relationships and job.