Records Manager

City-of-Palo-Alto; California; On-site; USD 107,000 - 161,000; Full time

Job summary

City of Palo Alto's Police Department seeks an experienced Records Manager to lead the Police records division, reporting to the Technical Services Deputy Director. This role oversees strategic project management for technology systems, including Records Management Systems and public safety software.

The ideal candidate will manage criminal records, warrants, case-file processing, data entry, retention and disposition, and public-records requests, while guiding staff and ensuring CJIS/CLETS

Qualifications

• Experience leading public-safety records operations including criminal records and data entry.
• Ability to translate state and federal requirements into standard operating procedures.
• Experience supervising professional, hourly, and contract staff.

Responsibilities

• Plans, organizes and directs the records division work.
• Ensures CJIS/CLETS security compliance and proper information release.
• Oversees staff hiring, discipline, and performance evaluations.
• Acts as Agency Terminal Coordinator for DOJ/FBI compliance and audits.
• Develops training on new policies and procedures.
• Coordinates liaison with agencies for reporting systems and audits.

Skills

Public safety records management

CJIS/CLETS knowledge

Supervisory experience

Education

Bachelor's degree in Public Administration or related field

Tools

CJIS Security Policy

NCIC/CLETS familiarity

Job description

Career Opportunity

The City of Palo Alto seeks an experienced Records Manager to lead the Police records division. Reporting to the Technical Services Deputy Director, this position provides for strategic project management for technology systems, including Records Management Systems (RMS) and public safety software.

The position provides an opportunity to manage a specialized public-safety records operation, including criminal records, warrants, case-file administration, data entry, retention and disposition, and public-records requests. The Records Manager has meaningful involvement in public safety information systems. Responsibilities include managing the records management system, supporting new or changed automated systems, coordinating computerized reporting, conducting quality-control reviews, and improving data accuracy and integrity.

This role is a management opportunity for someone who wants to support effective, accountable policing. It combines people leadership, operational management, legal compliance, customer service, records governance, and public-safety technology.

Ideal Candidate

The ideal Records Manager is an experienced public-safety records leader who will have experience managing police records functions including criminal records, warrants, case-file processing, data entry, retention, sealing and purging, and release of information with progressively responsible supervisory or administrative experience. They should be comfortable managing and mentoring professional, hourly, and contract personnel; setting service and quality standards; managing schedules and coverage; conducting evaluations; and addressing performance or operational challenges.

The candidate should be prepared to serve as, or work closely with, the Agency Terminal Coordinator function and establish a strong compliance culture across records, dispatch, sworn personnel, analysts, and information-technology partners. The candidate should be capable of translating complex state and federal requirements into practical standard operating procedures, training materials, checklists, and recurring review processes that can be sustained through staffing changes.

They will be able to support a structured program that includes Criminal Justice Information Services (CJIS) Security Policy review, NCIC record entry completeness, CLETS access governance, document transaction monitoring, and regular compliance reporting and operational metric.

The candidate should be comfortable using and improving public safety technology, particularly records management systems, computerized reporting tools, CAD/RMS interfaces, message-switch or terminal-emulation systems, and related access-control and logging capabilities. They should work effectively with IT staff to ensure that system changes, remote access, vendor services, security logging, and data integrations are evaluated for CJIS/CLETS impact before implementation.

Palo Alto Police Department

Join a team of 150 employees committed to providing exceptional public safety services and building community partnerships. The Palo Alto Police Department responds to 55,000 calls for service annually supported by 125.5 FTE (86 sworn) and is organized across eight divisions: Field Services, Technical Services, Investigations, Traffic Services, Parking Services, Police Personnel Services, Animal Services, and Administration. The Palo Alto Dispatch Center will be relocated to the new facility, which has the third highest call volume in Santa Clara County due to providing dispatch services for the Palo Alto Airport, Police, Fire, Public Works, and Utilities departments and Stanford University.

Palo Alto Police Department core values include integrity, accountability, trust, teamwork, a positive attitude, and the professional, impartial treatment of all.

The City celebrated the opening of the $123M Public Safety Building, the new home of the Police Department, 911 Emergency Dispatch Center, the Emergency Operations Center, the Office of Emergency Services, and Fire Department Administration. Improving public safety services, enhancing community resiliency and emergency response for the community and Stanford University, it offers 57,000 square feet of space within a three-story structure, basement, and operational yard.

Salary Information and Benefits Information

Salary range for this position is $107,307.20 - $160,950.40 annually. Salary is supplemented by attractive benefits.

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Plans, organizes and directs the work of the records division.
• Ensures compliance with all CJIC policies, procedures and security regulations.
• Determines legal requirements and standards relating to the maintenance and release of information.
• Participates in the selection, hiring and discipline process of Police Records Specialists.
• Acts as Agency Terminal Coordinator between the Department of Justice and Federal Bureau of Investigation to ensure compliance with all CLETS and NCIC policies and regulations.
• Develops and directs the implementation of training in new/changed policies and procedures.
• Supervises case management and administrative functions of the support services operation including direct involvement in divisional activities.
• Provides liaison with City, County, State and Federal agencies for development, utilization and implementation of statistical and computerized reporting systems.
• Handles citizen inquiries and complaints in person or by telephone.
• Performs related duties and responsibilities as required.
• Related Duties may include:
  • Plans, organizes, and coordinates the activities of the Police Records Division, including the preparation, processing, indexing, storing, retention, and disposition of police records
  • Plans, develops and oversees the work of staff involved in the maintenance of records and files, processing of data and reports, and support of sworn staff
  • Evaluates operations and activities of Division; implements improvements and modifications; prepares various reports on operations and activities
  • Acts as Agency Terminal Coordinator between the Department of Justice (DOJ) and Federal Bureau of Investigation (FBI) to ensure compliance with all California Law Enforcement Telecommunications System (CLETS) and National Crime Information Center (NCIC) policies and regulations
  • Assures that Operations personnel for the Records division are fully trained and maintain a high level of proficiency and dependability.
  • Coordinates, researches, and prepares responses to DOJ and FBI mandated audits

Sufficient education, training and/or work experience to demonstrate possession of the following knowledge, skills and abilities, which would typically be acquired through:

• Bachelor's Degree in Public Administration or a related field. (Up to two years of appropriate experience may be substituted on a year-to-year basis for the educational requirement.)

and

• Two years of progressively responsible experience performing a variety of administrative and/or supervisory tasks in a computerized office, communications center or a law enforcement environment. A minimum of one year of experience must have included supervisory responsibility and the planning, organizing and coordinating of work.
• Experience in telecommunications and 2-way radio systems when assigned to Communications.

Special Requirements:

• Possession of a valid California driver’s license

Selection Process

• Applicants will be screened throughout the posting process, and highly qualified candidates may be invited to interview at any time.
• Application Review and Closing Date: Applications will be reviewed beginning November 16, 2026. This recruitment may close at any time, once a sufficient pool of qualified applicants has been received. Applicants are encouraged to apply early for full consideration.
• Tentative Recruitment Timeline:
  • First Review Date 11/16/2026
  • Panel Interviews and Final Interviews Tentatively Week of 12/14/2026
  • Application Screening and Personal History Questionnaire Ongoing
• Applicants must pass each step of the application process as listed below.
  • Submit application and provide completed Personal History Statement (PHS)
  • Oral Board with a panel of PAPD employees
  • Oral Board with the Deputy Director Technical Services Division and Police Chief
  • Background investigation (includes Livescan and polygraph)

The City of Palo Alto is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.