Police Records Manager

City of Seguin, TX; Seguin (TX); On-site; USD 27,000 - 39,000; Full time

Job summary

City of Seguin seeks a Records Manager under the Police Department to oversee processing, storage, retrieval, retention, and backup of police records, serving as liaison between the police department, IT, and records software vendor.

Responsibilities include supervising records clerks, handling public information requests, preparing reports and FBI monthly submissions, and ensuring accuracy and compliance. Valid Texas Driver's License and Custodian of Records certification required.

Qualifications

• High school diploma required; experience in law enforcement records preferred.
• Knowledge of public records laws and retention schedules.
• Ability to supervise staff and coordinate with IT and other departments.

Responsibilities

• Supervises the Records Clerks and coordinates daily operations of the Records Management Section.
• Serves as Custodian of Records and responds to public information requests.
• Interviews, trains, assigns work, evaluates, and recommends promotions or discipline.
• Prepares management level reports and statistical data on records operations.

Skills

Records management

Public information requests

Customer service

Data entry

Education

High school diploma

Texas Driver's License

Tools

Records software

Job description

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Frontline Applicant Tracking - City of Seguin

Under the general supervision of a Police lieutenant, the Records Manager oversees the processing, storage, retrieval, retention, and back up of all police records. The Records Manager is also responsible for serving as liaison between the police department, IT department, and records management system vendor.

EXAMPLES OF WORK

Essential Job Functions

Supervises the Records Clerks and coordinates the daily operations of the Records Management Section of the Seguin Police Department

Serves as the official Custodian of Records. Responds to public information requests making determinations as to what records and information is appropriate to release to the public

Interviews, trains, assign work to, evaluates, and recommends promotion, discipline, or dismissal for subordinates;

Reviews and analyzes data, formulates conclusions and identifies trends/probabilities and makes recommendations and /or initiates appropriate action

Prepares management level reports and statistical data related to the section's operations and procedures.

Reviews spreadsheets, police records and databases for accuracy; runs statistics, analyzes such statistics and creates reports; processes expunction paperwork for custodian of records

Produces and submits monthly FBI reports and edits errors; compiles police reports

Liaison for all records related software and IT department, assists and trains officers on use of the software and mobile computer problems in relation to paperless reporting

Deals with walk-in customers and mail requests regarding accident reports; burglary and criminal mischief reports, alarm permits etc.; collects payments for police reports, fingerprinting, photographs, etc., and prepares balance sheet from cash register;

Other Important Duties

Has IT administrative rights in order to repair computer issues and the installation of files.

May fax reports to different agencies when requested; and

Performs such other duties as may be assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: laws, rules and regulations related to police public record maintenance and storage.

Knowledge of customer service methods and deliver;

Knowledge of: general office machinery and procedures.

Knowledge of: computers and related equipment, hardware and software for multiple database entry, storage, retrieval, research and statistical information.

Ability to: communicate effectively both orally and in writing; work with the general public; keep accurate records; type at a speed of at least 40 words per minute with a high degree of accuracy; and operate a computer.

Ability to: work with confidential data and maintain such confidence, and prioritize work assignments.

Ability to: maintain an effective working relationship with other municipal employees, departmental officials and the general public.

Skill in: planning and implementing departmental procedures and objectives;

Skill in: effectively supervising and delegating duties to assigned staff;

Skill in: resolving customer complaints and concerns

ENVIRONMENTAL FACTORS AND CONDITIONS/ PHYSICAL REQUIREMENTS

Work is performed in office environment;

May be subject to repetitive motion such as typing; data entry and vision to monitor

May be subject to bending, reaching, kneeling, and lifting such as retrieving or replacing records of files or boxes of files.

Must be able to occasionally lift up to 25 lbs.

ACCEPTABLE EXPERIENCE AND TRAINING

High school diploma required. Experience in law enforcement records, records management, or supervision preferred.

CERTIFICATES AND LICENSES REQUIRED

Valid Texas Driver's License.

Ability to: be certified by the attorney general as the Custodian of Records.

For full job descriptions click on the attachments

-Starting Salary: $23.93/hour

- Position Will Remain Open Until Filled

- The City of Seguin is an "Equal Opportunity Employer" (AA/EOE)

* For the purpose of compliance with the Americans With Disabilities Act (ADA). This job description does not take into account potential reasonable accommodations.

Need Help?

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