Preference will be given to candidates with experience in records management, property accountability/ management, AND/OR managing large groups of people (civilian or military). Candidates who are bilingual or have a military background, are encouraged to apply!
DEFINITION: The Police Records and Property Manager plans, organizes and manages activities and personnel of the Records Unit and the Property and Evidence Unit of the Police Department. The Police Records and Property Manager ensures compliance with mandates and reporting requirements with other divisions, bureaus, and other state and local agencies; functions as the Custodian of Records. The Police Records Manager is appointed by and sits at the pleasure of the City Manager.
SUPERVISION RECEIVED AND EXERCISED: The Police Records and Property Manager receives general direction from the Police Chief or designee. The Police Records and Property Manager exercises direct supervision over non-sworn professional, supervisory, technical and clerical staff.
CLASS CHARACTERISTICS: This is a non-sworn, single, management classification within the Police Department. The incumbent performs a number of duties within the assigned programs which require discretion, initiative and independent judgment and receives only general direction from the Police Chief or designee.
EXAMPLES OF ESSENTIAL FUNCTIONS: (Illustrative Only): Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
- Manages, evaluates and participates in the work of staff responsible for centralized records management, property and evidence management, and front desk clerk activities within the Police Department
- Ensures work quality and accuracy in the processing, maintenance and release of records in accordance with applicable laws, regulations and policies;
- Plans, coordinates, prioritizes, monitors and participates in the work of staff responsible for the centralized records unit, property and evidence unit, and the front desk clerk.
- Assigns work to designated staff; monitors work activities to ensure safe work practices, work quality and accuracy; ensures compliance to applicable laws, rules, policies and procedures.
- Participates in the development and implementation of goals and objectives for appropriate service areas; ensures that established goals are achieved.
- Participates in the development of and recommends new policies and standard operating procedures; recommends programs, projects and work assignments to higher level department/division personnel.
- Develops schedules and methods for performing assigned duties; maintains appropriate work records and documents; prepares statistical and/or analytical reports on operations as necessary.
- Participates in the selection and training of support personnel; assumes responsibility for motivating and evaluating assigned personnel; provides necessary training; initiates discipline procedures as is appropriate.
- Develops and maintains knowledge and expertise in local, state and federal laws related to public and police records and files.
- Assists police management in assessing needs and in the planning, developing and implementing systems and procedures for effective records control and records management.
- Responds to Subpoenas Duces Tecum and testifies to the authenticity of criminal offender records and police files, as presented in court.
- Serves as the Police Department's Custodian of Records, as well as the department's State (DOJ) Area Terminal Coordinator and representative.
- Directs the workflow entering and leaving the Police Records Unit and the Property and Evidence Unit, setting priorities for completion of assignments in a timely manner.
- Interprets and applies rules and regulations on use and confidentiality of police records and files, in accordance with existing laws and department policies; approves the release or inspection of police reports and files; ensures compliance with federal and state audits.
- Responds to Public Records Requests pursuant to the California Public Records Act (CPRA) and maintains department files to ensure compliance with all applicable CPRA requirements.
- Maintains training manuals and updates resource materials; ensures appropriate training is provided to support personnel to maintain compliance with state and local laws.
- Maintains effective working relationships with local, state and federal law enforcement and other agencies on criminal justice matters.
- Serves as a liaison with the California Department of Justice.
- Oversees multiple audits.
- Serves as the primary contact for official public records requests for public safety documents and information.
- Performs other duties of a similar nature and level as assigned.
LICENSES AND CERTIFICATES: If required to drive, possession and maintenance of a valid California driver’s license. For positions where ability to drive is not an essential function, the employee must be able to arrange reliable and timely transportation through private or public transportation for attendance at work, off-site meetings, events, and trainings. POST Records Supervisor Certification is desirable.
EDUCATION AND EXPERIENCE: Any combination of training and experience which would provide the required knowledge and skill. A typical way to obtain the required knowledge and skill would be:
Education: High school diploma or equivalent. A Bachelor’s Degree from an accredited college or university with major coursework in public administration, business administration, criminal justice or related field is preferred.
Experience: Six (6) years of increasingly responsible experience in the area of police records management or related field, including two (2) years of supervisory experience
WORKING CONDITIONS: Work in an office environment; sustained posture in a seated position for prolonged periods of time; travel to attend a variety of meetings. Must be able to pass a background investigation and must be willing to work rotating shifts, evenings, weekends and holidays as assigned.
PHYSICAL DEMANDS: Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Positions in this classification occasionally lift and carry reports and records that typically weigh less than 20 pounds.
ENVIRONMENTAL ELEMENTS: Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing department guidelines, policies and procedures.
