Under the direction of the Captain of Administrative Bureau, supervises, assigns, reviews and participates in the work of staff responsible for the management and operations of the Police Department’s Records Unit. Primary duties include maintenance of the records management system, ensuring legal compliance, managing open records requests, and performing technical and complex tasks relative to assigned area of responsibility. ESSENTIAL FUNCTIONS:
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:
KNOWLEDGE AND SKILLS:Knowledge:
- Plans, prioritizes, assigns, supervises, reviews and participates in the work of staff responsible for the daily operations and activities of law enforcement records management.
- Assesses employee performance and writes performance appraisals.
- Reviews, processes, enters into computer, files, maintains and/or distributes as appropriate various department records and case documents, including but not limited to citations, warnings, complaints, incident reports, accident reports, arrest sheets, subpoenas, warrants, and other case records; ensures case files contain complete and accurate documentation.
- Manages subordinate staff responsible for processing dispositions and various records/orders.
- Establishes schedules and methods for providing records management services; identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly.
- Requests records and information from other agencies as needed for case files.
- Oversees the assembling of complete case files and forwards to the District Attorney’s office and various other personnel as appropriate.
- Performs computer data entry to record, update, and retrieve information and to prepare required statistical and narrative reports and correspondence.
- Provides training to department staff relative to assigned area of responsibility.
- Monitors legal and procedural developments related to law enforcement records.
- Answers incoming phone calls; provides information and/or routes calls to appropriate staff.
- Reviews documentation of reports for completeness and appropriate case numbers.
- Oversees and coordinates criminal record sealing and purging of documents pursuant to court orders.
- Attends meeting and stays abreast of new trends and innovations in the field of records management.
- Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
- Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.
- City organization, operations, policies and procedures.
- Knowledge of City, State and Federal laws, codes and regulations governing Police records management.
- Knowledge of records management principles and methods.
- Knowledge of Police department policies and procedures.
- Knowledge of confidentiality in reference to police records.
- Business and personal computers; word processing and spreadsheet software; and other general office equipment and computer applications.
- Court procedures/requirements concerning criminal case filings.
- Methods and techniques of record keeping.
- Supervising, organizing and reviewing work of others.
- Organizing and maintaining records.
- Managing situations requiring diplomacy, fairness, firmness and sound judgment.
- Providing efficient customer service.
- Preparing clear and concise reports
- Time management.
- Performing data entry with a high degree of accuracy.
- Understanding and applying City policies and procedures, and applicable federal and state regulations.
- Establishing and maintaining cooperative working relationships with all levels within the City.
- Communicating effectively verbally and in writing.
Associate degree preferred; AND four years’ experience in police records management required; OR
an equivalent combination of education and experience.LICENSE AND CERTIFICATION:
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
- Possession of a valid Texas Driver’s License.
- Must be certifiable as a Notary Public.
- Must obtain NCIC/TCIC certification within one month of hiring. (TCOLE Course#3807).
Work is performed primarily in a standard office environment. May be required to lift and carry items weighing up to 25 pounds, stooping, standing, walking, and sitting for prolonged periods of time dependent on the specific assignment. May be required to climb ladders.
Closing Date/Time: January 31, 2022 at 11:59 PM CST