Records Manager

Job Description:

Records Manager

Description

Summary

Under limited supervision and working under the direction of the Police Chief, the Police Records Manager plans, supervises, and reviews all of the activities and personnel of the Records and Property Divisions of the Department. The position responds to, delegates, and monitors responses to Public Disclosure Requests and ensures compliance with all legally mandated time frames.

Essential Functions

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. 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:

• Manages employees of the Records and Property Divisions; answers questions, schedules, plans, organizes, and directs; schedules and deploys personnel according to Division needs.
• Monitors flow of department records; develops, reviews, and adjusts records and property procedures to ensure compliance with state and federal requirements.
• Coordinates and administers state and national software systems that hold warrants, protection orders, stolen items, public disclosure requests, fingerprinting, etc.
• Manages Public Disclosure Requests, responds when appropriate, and ensures all requests are responded to in a timely manner.
• Oversees, reviews, and corrects all department timesheets and submits timesheets to finance; makes deposits of incoming funds to City Hall Finance Department.
• Trains and coordinates the training for personnel on legislative changes, new software, or updates to existing procedures; attends regular training to keep abreast of laws related to public disclosure, gun laws, legislation pertinent to Records and Property Divisions.
• Participates in the selection and hiring process; trains personnel; reviews and evaluates Records/Property employees annually.
• Prepares for and attends division meetings and staff meetings; prepares presentations and information for various groups and audiences; reports on Division conditions and activities.
• Responds to daily media inquiries and coordinates responses with the Criminal Investigations Lieutenant or Department PIO.
• Conducts annual reporting of statistical information and ensures all required monthly data reporting occurs.
• Oversees audits for OJJ Detained Juveniles, state and national Criminal Justice Information entries, state public disclosure request reporting, semi-annual property room and any other records or property audit requirements.
• Manages compliance with state and federal databases and oversees related compliance audits.
• Re-backgrounds existing employees annually for criminal history and driving record.
• Prepares the Division budget and oversees expenditures; submits invoices for payment; determines equipment needs and orders items.
• Performs related duties as assigned.

Qualifications

High school diploma or GED AND must be 21 years of age; Associate’s Degree in Criminal Justice, Business Management, or a closely related field is preferred; AND must have five (5) years of related experience, including three (3) years of supervisory experience; OR an equivalent combination of education, training, and experience.

Knowledge, Skills and Abilities

Knowledge of:

• Municipal, federal, and state laws around records retention and schedule.
• Laws related to Public Disclosure, firearm purchases and Concealed Pistol License, protection orders, property maintenance and disposal, and fiscal management.
• Budget preparation and monitoring.
• Timekeeping information relative to payroll.
• Supervisory and personnel management skills.
• General office policies, procedures, and equipment.
• Customer service principles, practices, and etiquette.
• State and national software systems related to police records.

Skill in:

• Leading, training, directing, and motivating employees.
• Developing and maintaining accurate records and filing systems.
• Interacting tactfully and professionally with City staff, outside agencies, and the public.
• Organizing and prioritizing tasks to meet deadlines.
• Completing multiple tasks simultaneously.
• Preparing clear and concise communications, reports, and documents.
• Analyzing complex problems of an emergency nature, thinking quickly, and acting calmly and effectively to work towards resolution.
• Establishing and maintaining cooperative working relationships.
• Communicating effectively verbally and in writing.
• Comprehending and communicating the Department’s policing philosophy.
• Maintaining confidentiality and privacy on all police information.

LICENSE AND CERTIFICATION REQUIREMENTS

• Must be able to successfully pass the Oral Examination.
• Must be able to successfully pass the Background Investigation.
• Must be able to successfully pass the Polygraph Examination
• CPR, First Aid, and AED Certification is required.
• Access II (State Database System) Certification is required within six (6) months of hire.

BENEFITS:

• Medical dental and Vision Insurances
• Life Insurance policy
• Employee Assistance Program
• Department of Retirement Systems Retirement Plan
• Paid vacation, holidays and sick leave
• Gym Membership reimbursement
• Deferred Compensation (voluntary)

APPLICATION PROCESS:

Interested applicants must submit a cover letterand resume with their application. Applications must be received no later than 11:59 p.m. on Wednesday, May 14, 2025.

Selected candidates must agree to the following process:

• Fingerprint and criminal history search
• Personal background investigation
• Polygraph examination

For additional information, or a complete job description, please click on https://www.governmentjobs.com/careers/mtvernonwa/classspecs

The City of Mount Vernon provides and enforces a drug-free workplace and maintains a smoke free work environment.
The City of Mount Vernon is an Equal Opportunity Employer.

• Medical, Dental and Vision Insurances
• Life Insurance policy
• Employee Assistance Program
• Department of Retirement Systems Retirement Plan
• Paid vacation, holidays and sick leave.
• Gym Membership reimbursement.
• Deferred Compensation (voluntary)

Closing Date/Time: 5/14/2025 11:59 PM Pacific

Salary:

$83,232.00 - $109,524.00 Annually