Records & Property Evidence Manager

Loudoun County Government; Leesburg (VA); On-site; USD 70,000 - 110,000; Full time

Job summary

The Loudoun County Sheriff's Office in Leesburg, VA is seeking a full-time Records and Property Evidence Manager to lead the Records, Quartermaster, and Property and Evidence Sections within the Administrative and Technical Services Division at the Headquarters Building.

As Custodian of Records and FOIA Officer, you will coordinate retention, destruction, and FOIA responses, manage subpoenas, and supervise staff while advising executive leadership on policy and budget matters.

Qualifications

• Bachelor's degree in a related field.
• Four years of related work experience including two years of supervision.
• Experience coordinating FOIA requests and policies.
• Familiarity with records retention and evidence handling procedures.

Responsibilities

• Maintains and analyzes data to monitor program activity and budget.
• Acts as Custodian of Records for the Sheriff and the Sheriff’s Office; oversees records retention and destruction.
• Establishes FOIA policies, coordinates FOIA requests and provides guidance.
• Ensures compliance with accreditation standards and evidence handling requirements.
• Supports budgeting discussions and advises leadership on equipment and operations.

Skills

Data analysis

Budget management

Supervision

FOIA knowledge

Records management

Education

Bachelor's degree in related field

Job description

The Loudoun County Sheriff's Office is looking for a full-time Records and Property Evidence Manager to join our team. The position is located within the Administrative and Technical Services Division at the Loudoun County Sheriff's Office Headquarters Building.

The incumbent manages the Records Section, Quartermaster Section, and Property and Evidence Section for the Sheriff's Office.

In overseeing and managing the operations of these assigned areas, serves as the Custodian of Records for the Sheriff and the Sheriff's Office; serves as the Freedom of Information Act (FOIA) Officer for the Sheriff and the Sheriff's Office and coordinates responses; manages Subpoena Duces Tecum requests for the Agency; and acts as the designated Records Retention Manager for the Agency. This position ensures compliance with evidence retention and destruction requirements; serves as the responsible party for the safekeeping of all evidence and property in the custody of the Sheriff's Office; provides professional advice to executive management; updates Sheriff's Office General Orders Manual; assists with budget preparation; handles difficult customer questions and complaints; investigates grievances; and coordinates the interview process and selection of candidates for assigned sections.

Essential Job Functions

• Maintains, reviews, and analyzes data to monitor program activity; manages the program budget; ensures program documentation is accurate and complete; and responds to requests for information.
• Serves as the Custodian of Records for the Sheriff and the Sheriff's Office, coordinating records retention and destruction for the agency. Final approver for records destruction and retention.
• Establishes and manages FOIA policies within the agency; coordinates FOIA requests; serves as FOIA Custodian for the Records Section; and provides professional guidance on FOIA requests.
• Ensures Agency policies are compliant with accreditation requirements; audits Agency compliance with accreditation standards; and provides proof of compliance for on-site audit by accrediting body.
• Contributes to the budget process for the Division; determines what is to be done and how the allocated resources are to be distributed and provides feedback and recommendations to the Division Commander about operations and equipment needs and issues.
• Formulates operational plans and strategies to accomplish specific duties, assignments, and/or objectives and to meet Department or service needs; supports the goals of the Agency, units, and/or community.
• Takes appropriate actions as outlined in Department General Orders and in accordance with other directives as may be issued by the Sheriff.

Hiring salary will be commensurate with experience.

Bachelor's degree in related field; four (4) years of related work experience including two (2) years of supervision; or equivalent combination of education and experience.

Selection process includes review of the Applicant Screening Questionnaire and County employment application, in-person interview(s), and an intensive background investigation to include fingerprinting, credit check, driving record, and polygraph examination.