Under administrative direction, directs, manages, supervises, and coordinates the activities and operations of the Records Division within the Police Department including the provision of records management and identification functions; coordinates assigned activities with other divisions, departments, and outside agencies; and to provides highly responsible and complex administrative support to the Chief of Police.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Assume management responsibility for the services and activities of the Records Division including the provision of records management and identification services and operations.

Manage and participate in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommend and administer policies and procedures.

Analyze the data needs for records management operations; formulate short and long range plans; direct the design or conversion of information processing systems to meet new requirements.

Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels.

Direct, coordinate, and review the work plan for Records Division services; assign work activities and projects; monitor work flow; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems.

Plan, direct, coordinate, and review the work plan for records and identification staff; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems.

Select, train, motivate, and evaluate Records Division personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.

Oversee and participate in the development and administration of the Division's annual budget; participate in the forecast of funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures; implement adjustments.

Serve as the liaison for the Records Division with other divisions, departments, and outside agencies; negotiate and resolve sensitive and controversial issues.

Serve as staff on a variety of boards, commissions, and committees; prepare and present staff reports and other necessary correspondence.

Provide responsible staff assistance to the Chief of Police; conduct a variety of organizational studies, investigations, and operational studies; recommend modifications to records and identification programs, policies, and procedures as appropriate.

Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field of law enforcement records management; incorporate new developments as appropriate.

Respond to and resolve difficult and sensitive citizen inquiries and complaints.

Perform related duties as required.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Operational characteristics, services, and activities of a criminal justice records management program.
Principles and practices of program development and administration.
Organization and operations of a police department.
Use and application of basic law enforcement terminology.
Law enforcement records management principles, procedures, techniques, and equipment.
Principles and practices of municipal budget preparation and administration.
Principles and procedures of record keeping.
Principles of business letter writing and report preparation.
Principles of supervision, training, and performance evaluation.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and statistical databases.
Operational characteristics and uses of various criminal justice computer systems and software including criminal justice databases, automated reporting and record management databases, on-line crime reporting database, and document imaging systems for archival and retrieval purposes.
Methods and techniques of dealing with the public.
Pertinent federal, state and local laws, codes, and regulations and department rules, policies, and procedures including those governing the maintenance and dissemination of law enforcement records.

Ability to:
Oversee and participate in the management of comprehensive records management and identification function.
Oversee, direct, and coordinate the work of lower level staff.
Select, supervise, train and evaluate staff.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations.
Oversee the maintenance of and ensure the security and integrity of accurate and current law enforcement records and files.
Participate in the development and administration of division goals, objectives, and procedures.
Prepare and administer large program budgets.
Prepare clear and concise administrative and financial reports.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Research, analyze, and evaluate new service delivery methods and techniques.
Plan and organize work to meet changing priorities and deadlines.
Operate specialized automated law enforcement information systems including public safety computer systems to access and maintain data.
Adapt to changing technologies and learn functionality of new equipment and systems.
Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.
Work cooperatively with other departments, City officials, and outside agencies.
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility.
Develop solutions to information processing and operational problems.
Work in a team based environment to achieve common goals.
Coordinate multiple projects and complex tasks simultaneously.
Meet the physical requirements to safely and effectively perform the assigned duties.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Equivalent to completion of the twelfth grade supplemented by college level course work in business administration, public administration, or a related field.

Experience:
Seven years of increasingly responsible police records management experience including two years of administrative and supervisory experience.

License or Certificate:
Possession of, or ability to obtain, valid NCIC certification for entry and inquiry of warrants into the Federal Bureau of Investigation's National Crime Information Center (NCIC) and the Nevada State Criminal Justice Information Center (NCJIS).

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office environment.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

RAPG Admin
R32
Last Update: 9/2018
(Formerly Police Services Manager)
JD 11/2018