Police Records Manager

City of Santa Barbara; Santa Barbara (CA); On-site; USD 133,000 - 162,000; Full time

Job summary

The City of Santa Barbara is seeking a knowledgeable Police Records Manager to oversee the Records Bureau, supervise staff, and ensure compliance with laws and reporting standards. The role includes RMS administration and serving as Custodian of Record for the department.

Candidates should have extensive police records experience, with supervisory exposure and POST-related credentials preferred by the department. The position is an at-will appointment within the Police Department.

Qualifications

• Five years of increasing responsible police records management experience.
• One year of lead or supervisory experience is highly desirable.
• Associate degree or POST-related training in police records management.

Responsibilities

• Manage and coordinate daily operations of the Records Bureau.
• Serve as system administrator for the RMS and Custodian of Record.
• Oversee supervisory personnel and ensure compliance with reporting standards.
• Review data in major crime activity reports and ensure statutory requirements.

Skills

Computer literacy

Motor vehicle operation

Analytical ability

Independent judgment

Education

Associate degree in Criminal Science or POST-related training

POST certification/training desirable

Tools

Police RMS (records management system)

CLETS

Database & spreadsheet software

Job description

POLICE RECORDS SPECIALIST

$133,133 - $161,824 ANNUALLY

(Salary Range is Currently Under Review and May be Adjusted)

ABOUT US

At the City of Santa Barbara, the best part of our organization is our people. As a City of Santa Barbara employee, you will work in an environment with other motivated individuals who are passionate about their work. We strive to provide employees with the support they need to thrive. Discover more about us, our values and our organizational culture here.

The mission of the Police Department is to operate under a community-oriented policing philosophy, create and maintain a safe community where people can live in peace without the fear of crime. Work in a department where character counts, performance and excellence are celebrated, a place that helps employees develop and grow, and an environment that listens, learns, invites, and inspires new ideas. Read more about the Police Department here.

THE POSITION

The City of Santa Barbara Police Department is seeking a knowledgeable and experienced Police Records Manager. Under administrative direction, this position manages and coordinates the daily operations of the Records Bureau of the Police Department; including arrests, booking and criminal history records; ensures work quality and adherence to established policies and procedures; serves as system administrator for the Department's records management system (RMS); is the Custodian of Record for the department; and performs the more technical and complex tasks relative to assigned area of responsibility. Incumbents will organize and oversee the work of police records supervisory personnel. Additionally, this position plans and reviews data provided in major crime activity reports and ensures division compliance with reporting standards.

This position is designated as "at will" serving at the pleasure of the department Director and subject to discharge without cause and the right of appeal.

Distinguishing Characteristics

The Police Records Manager has broad responsibility for the development and maintenance of a comprehensive and reliable criminal records database that can be effectively used by the department to prosecute crimes and meet City and statutory reporting requirements. The Police Records Manager is distinguished from the Police Business Manager and Police Information Technology Manager by its specialized knowledge of police records databases and their uses by law enforcement agencies and the Court system. The Police Records Manager has a broader scope of supervision, conducts or leads specialized research, and has a more comprehensive understanding of uniform reporting requirements than the Police Records Supervisors.

BENEFITS

Knowledge of:

• Federal and state laws and regulations, Court practices, local ordinances, and departmental procedures relating to records management information systems such as the proper handling of subpoenas, warrants, evidence, and trial proceedings, privacy protections and handling of criminal records
• California Public Records Act and response requirements
• Uniform Crime Reporting Standards in the use of information by local and state law enforcement agencies, and other federal and state authorities
• Police records filing, coding, data entry and record keeping practices; police records management systems, including CLETS
• Project administration and program administration
• Principles of employee supervision, selection, training, work evaluation and discipline
• Principles and practices of budget preparation and administration
• English usage, spelling, grammar and punctuation
• Basic math

Skills:

• Operate computer hardware and use information systems and related word processing, database, and spreadsheet software programs; operate a calculator
• Operate a motor vehicle

Ability to:

• Perform a variety of complex, difficult, and sensitive recordkeeping assignments while maintaining the confidentiality of information, as prescribed by law
• Analyze how individual records cases should be handled based on statutes and departmental policies
• Plan, organize, and implement division goals, projects, policies, and practices and meet established deadlines
• Analyze and solve problems; analyze, interpret and apply complex legal requirements and standards
• Plan, oversee, coordinate, and evaluate the work of supervisory staff
• Exercise independent judgment and initiative within established guidelines
• Assemble data and prepare clear, concise, and complete reports and correspondence
• Communicate effectively, both orally and in writing
• Establish and maintain cooperative relationships with staff, management, other law enforcement and Court officials, the general public, and others encountered in the course of work
• Exercise courtesy and tact in responding to records requests, and explaining legal and departmental standards to requesting parties
• Work independently

EXPERIENCE AND TRAINING GUIDELINES

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:

Five (5) years of increasing responsible police records management experience, including one (1) year of lead or supervisory experience is highly desirable.

Education and/or Training:

Associate degree from an accredited college or university in Criminal Science or a closely related field or POST related training and coursework in police records management and information systems.

License, Certificate and/or Other Requirements:

• Completion of certification and training as Police Records Supervisor and Records Specialist with POST is desirable.

There is currently one (1) vacancy within the Police Department.

CITY APPLICATION AND RESPONSES TO THE SUPPLEMENTAL QUESTIONNAIRE MUST BE RECEIVED BY 5:00 PM ON FRIDAY, SEPTEMBER 18, 2026.