Police Records Manager

Management and Supervision: Encourage a team environment among the staff in the Records unit; coach, mentor and develop employees; supervise, train and evaluate staff; effectively delegate work; ensure staff work is accurate and of high quality; provide support to staff when needed to resolve difficult situations; Ability to manage complex projects.

Customer Service and Communications: Communicate and coordinate with other program areas to ensure operational effectiveness; research, and resolve technical, sensitive inquiries, complaints and concerns; respond to requests for information from the media, the public and business and community organizations.

Legal and Professional Framework: Understand and apply Federal, State and local laws, ordinances, rules, policies and regulations; understand public records, processes background check information for other City departments.

Directs, oversees and participates in the development of the section and division workplans to meet customer needs.

Manages, directs and coordinates section activities; works with staff to establish schedules and methods; develops and implements policies and procedures; assigns work activities, projects and programs, and monitors work flow; reviews and evaluates work products, methods, and procedures.

Develops and implements policies and procedures; reviews and evaluates the effectiveness of operations; modifies strategies to achieve goals.

Assists in the development and administration of the section’s budget; participates in the forecast of additional funds needed for staffing, equipment, materials, and supplies; assists in administering the approved budget.

Responsible for the selection, supervision and evaluation of assigned staff; assigns work and ensures appropriate training is provided; investigates complaints; recommends and administers disciplinary actions; handles sensitive personnel matters and recommends grievance responses; exercises full supervision over employees

Ensures departmental implementation of and adherence to the City’s Affirmative Action and Diversity Work Plans. Coordinates the implementation of effective processes and models to produce division wide diversity initiatives. Facilitates staff development on such issues as diversity and creating a respectful working environment.

Ensures proper utilization and access of multiple police records information systems; coordinates the installation of software; orders necessary repairs; reviews publications on needed hardware and software to update system.

Coordinates and provides input regarding the development and planning for the introduction of new technology and services; leads and coordinates special projects; and consults with users on technology issues, including software and network system needs.

Answers questions and provides information to the public; investigates complaints and recommends corrective action as necessary to resolve complaints; performs a variety of public relations activities.

Represents city and department needs on a variety of City, County and statewide committees and task teams.

Acts as Non Sworn Background Coordinator for EPD and other City departments; processes backgrounds and credit check information as applicable.

Perform related duties as assigned.

Key Qualifications:

Ability to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations.

Ability to be resourceful and exhibit a collaborative style with customers and staff.

Experience directing and managing personnel, processes and programs. Ability to facilitate, negotiate, problem solve and make difficult decisions.

Minimum Qualifications:

Any equivalent combination of experience and education to successfully perform the essential duties of the job may be substituted.

Experience:
Four years of increasingly responsible police records, crime identification, or related data and/or legal analysis experience including two years of supervisory experience.

Education:
High school diploma or equivalent G.E.D. supplemented by college level courses in police science, public administration, or a closely related field.

Bachelor’s degree in Public Administration, Business Administration, or closely related filed is preferred.

License or Certificate:
Possession of, or ability to obtain, within 12 months of appointment the following:
LEDS (Law Enforcement Data System) certificate

MUST PASS A POLICE BACKGROUND INVESTIGATION.

Valid Oregon driver’s license, or ability to obtain by date of hire; must pass driving records check and, if hired, maintain a driving record that meets the City’s standard. Oregon law requires that an out-of-state license holder must obtain a valid Oregon license (with appropriate endorsements) within 30 days of becoming domiciled in the state (ORS 803.355).