This position is responsible for supervision and management of the daily operations of the Golden Police Department Records Section. Performs a variety of management, supervisory, and administrative duties. Serves as the System Administrator for department Records Management System (RMS) and CCIC/NCIC Agency Coordinator. Works in partnership with other employees, departments/divisions, agencies and the public in delivering effective and innovative services. Responsible for preserving the integrity and confidentiality of the Records Section.
Hiring Range is DOQ based on education and experience.
All applicants are required to submit a completed online application with an attached professional cover letter and resume.
Essential Duties and Responsibilities:
Serves as official records custodian for the Police Department. Oversees dissemination, storage, retrieval, retention, and disposition activities.
Serves as administrator for the department records management system (RMS). Analyzes, designs, and implements computer information systems. Interfaces closely with the City IT staff for identification of new software and related records computer needs of the department. Assists department personnel in information retrieval and entry; archives data with backup media; solves and diagnosis computer and software problems when appropriate.
Serves as CCIC/NCIC Agency Coordinator. Responsible for CJIS building security clearances.
Maintains complete reference and tracking records for the police department. Supervises data entries on traffic crash, incident and crime reports. Ensures all reports are in accordance with the Uniform Crime Reporting (UCR) and National Incident Based Report Systems (NIBRS) as established by the Colorado Bureau of Investigation (CBI) and Federal Bureau of Investigation (FBI).
Maintains accurate tracking and records of the movement of all submitted and required records file material in strict conformance with departmental guidelines. Responsible for compliance with archiving guidelines adopted by City for retention of all submitted records and documents. Maintains a variety of police record filing systems and microfilm.
Maintains confidentiality of information consistent with applicable federal and state statutes city ordinances and department guidelines. Ensures release of information and copies of reports or other data are in accordance with federal/state statutes and departmental policies.
Collaborates with City Attorney's office regarding disposition of records as appropriate.
Develops and establishes procedures for maintaining a variety of files, including multiple records management computer databases, reports, summons and complaints, and related data received from patrol and investigation officers, other field personnel, and Municipal, County and District Court.
Directs the operation of the Police Records Section and supervises the work of Record Specialist(s), volunteers and assigned personnel. Trains, assigns workload and supervises assigned staff to achieve maximum performance and motivation for the department. Provides on-the-job instruction in police recordkeeping activities to assigned personnel and volunteer staff.
Maintains department telephone recording and logging equipment.
Responsible for supervising and coordinating staff work activities to ensure an effective and efficient operation. Conducts planning/ideation sessions with appropriate audience in order to gather ideas and information to effect innovative and cost effective operations.
Participates in the development and administration of assigned budget; participates in the forecast of funds needed for staffing, equipment, materials and supplies. Prepares section budget recommendations for submission to supervisor.
Prepares and updates Records Training Manual and Records Operational Guidelines as required.
Researches, analyzes and prepares a variety of computer-generated reports for operational and administrative reporting and analysis, as needed. Compiles wide variety of police records, reports and materials including memos, letters, reports, complaints, declarations, booking information, warrants, summons and complaints, crime, incident and traffic crash reports. Prepares department Annual CAD and Crimes Data Report.
Seals official records as required by court orders. Ascertains that sealed or expunged records are disposed of as appropriate; notifications made as needed in accordance with the court orders.
Runs background, arrest/rap sheet information and/or criminal history on municipal arrestees as required by current department guidelines. Arranges and coordinates extradition for county and district court warrants.
Ensures pick-up and/or delivery of documents from the Jefferson County courthouse and the Jefferson County Sheriff's Office, as required.
Provides on-the-job instruction and training to personnel assigned to the Section. Conducts effective one-on-one or group presentations and trainings for police records as required for police department staff.
Provides backup support to assigned staff as needed. Performs other duties as assigned.
Directly supervises Records Specialists, volunteers and assigned personnel in the records section. Carries out supervisory responsibilities in accordance with the department's policies and applicable laws. Responsibilities include interviewing and hiring employees; training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Education and/or Experience:
BA/BS in Business, Records Management, or related field. Minimum 3 years increasingly responsible records management or related experience. Prior supervisory experience highly desired. Extensive knowledge of principles and procedures of record keeping. Municipal, county or state records management with law enforcement background or experience preferred.
Must be proficient in computer use and data management. Must have excellent written skills, attention to detail, and strong organizational skills.
CERTIFICATES, LICENSES, REGISTRATIONS
Ability to obtain and maintain CCIC/NCIC certification after hire.
Must have a valid driver's license and good driving record.
Knowledge, Skills and Abilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Must possess excellent written and verbal communication skills. Proficient in English usage, spelling, grammar and punctuation. Ability to read and interpret documents such as policy and procedure manuals. Ability to prepare and write routine reports, business letters and correspondence. Ability to speak effectively with citizens, customers and employees of organization. Ability to communicate clearly and concisely with a variety of people under difficult circumstances. Ability to remain calm in stressful situations.
Ability to research, analyze and prepare varied projects and reports involving financial considerations and cost comparisons. Ability to prepare, interpret, and administer budget, as assigned.
Ability to interpret and understand detailed and complex instructions. Ability to use appropriate judgment to determine whether release of records should occur based on state statutes and department guidelines. Ability to deal with problems involving several concrete variables in standardized situations. Ability to think and act independently with minimal supervision.
OTHER SKILLS AND ABILITIES
Outstanding customer service and interpersonal communication skills are required. Ability to deal with the public in a tactful but firm manner. Ability to recognize problems and inconsistencies, gather information required to isolate or define a problem, and either effect a solution or seek assistance as appropriate. Exceptional organizational skills and attention to detail are required. Ability to be flexible, innovative and to work independently. Requires the use of judgment in determining whether a customer needing assistance should be directed to patrol section, investigation section or victims advocate services. Ability to understand and interpret state statutes on open records law.
Ability to adapt to multiple demands or changing priorities, accommodate emergencies and be responsive to direction. Ability to accept changes and new approaches and apply them. Ability to deal with distractions and maintain quality of work.
MATERIALS & EQUIPMENT DIRECTLY USED
Computers, fax, telephone, copier, optical imaging disk system, microfilm camera and reader.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to sit at a desk and use hands and fingers to type; must be able to reach with hands and arms; talk and hear. May frequently be required to stoop or kneel; must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. Requires ability to enter data 4-6 hours per day.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Primarily office environment with moderate noise level.
City of Golden is an Equal Opportunity Employer