Police Records Manager

Salary : $87,018.36 - $105,771.36 Annually
Location : El Monte, CA
Job Type: Full Time
Job Number:
Department: Police Department
Opening Date: 04/29/2025
Closing Date: 5/25/:59 PM Pacific

Summary

Definition

Under general direction, plans, organizes, oversees, coordinates, and manages the work of police records staff and operations of the Police Department; manages, plans, and coordinates a comprehensive records management program, including records maintenance, processing, and distribution; oversees and ensures that functions meet all applicable laws, regulations, and City policies; manages the effective use of division resources to improve organizational productivity and customer service; and provides complex staff assistance to management staff in areas of expertise.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from an assigned Police Captain. Exercises direct supervision over supervisory and administrative support staff.

Class Characteristics

This is a management classification responsible for planning, organizing, and managing the staff, operations and activities of the Police Records Division. Incumbents are responsible for performing diverse, specialized and complex work involving significant records and decision-making responsibilities, which include division budget administration, program evaluation, and recommendation and implementation of policies, procedures, goals, objectives, priorities, and standards related to record management and activities. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines. This class is distinguished from the Police Records Supervisor in that the former has overall responsibility for all functions of the Police Records Division and for developing, implementing, and interpreting public policy.
Essential Functions / Knowledge, Skills, & Abilities

Examples of typical JOB 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.
•  Plans, manages, and oversees the work of police records activities, services, and staff in the Police Department.
•  Trains staff in work procedures; evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.
•  Participates in the development of goals, objectives, policies, and procedures for assigned services and programs; recommends and implements policies and procedures including standard operating procedures for assigned operations.
•  Participates in the development, administration, and oversight of division budget; determines funding needed for staffing, equipment, materials, and supplies; ensures compliance with budgeted funding.
•  Develops and standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of assigned programs, service delivery methods, and procedures; assesses and monitors workload, administrative, and support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement.
•  Monitors, analyzes, and reviews activities of the police records work unit; identifies opportunities for improving service delivery and procedures; provides recommendations concerning process changes; reviews with appropriate management staff; implements improvements.
•  Coordinates assigned services and operations with those of other divisions and outside agencies.
•  Participates in the selection of, trains, motivates, and evaluates assigned personnel; works with employees to correct deficiencies; recommends and implements discipline and termination procedures.
•  Provides staff assistance to management; prepares and presents staff reports and other written materials; supervises the establishment and maintenance of reports, records and files; ensures the proper documentation of operations and activities.
•  Answers questions and provides information to the public; investigates and responds to complaints and inquiries from citizens, other departments, and agencies; recommends corrective actions to resolve issues.
•  Manages the use of records management systems and equipment; ensures that systems and equipment are properly operated, maintained, and secured when not in use; oversees and schedules the service, repair, and replacement of systems and equipment as needed.
•  Oversees the maintenance, update, and disposal of records according to established policies and procedures, including indexing a wide variety of violations and notifications, tracking and filing reports, and redacting confidential information when required; purges records and files as required.
•  Performs the most complex records maintenance, processing, distribution, and front counter customer service duties; provides advanced technical assistance to assigned staff; manages the release of property and verifies police records and related information to the public and to other public agencies in accordance with established regulations.
•  Supervises the preparation of documents for court; retrieves and prepares subpoenas for records and process records sealing; processes UVISA applications.
•  Oversees and participates in assembling and compiling information for a variety of departmental, state mandated, and statistical reports; reviews and verifies accuracy and completion of various reports.
•  Prepares and presents staff and agenda reports and other necessary correspondence related to assigned activities and services; presents reports to various commissions, committees, and boards.
•  Maintains digital and physical files, databases, and records related to police records; prepares or directs the preparation of a variety of written reports, memoranda, and correspondence.
•  Ensures staff compliance with City and mandated safety rules, regulations, and protocols.
•  Performs other duties as assigned. Qualifications
Knowledge of:
•  Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and project management.
•  Principles and practices of budget development and administration.
•  Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.
•  Principles and practices of leadership.
•  Principles and techniques for working with groups and fostering effective team interaction.
•  Organization and management practices as applied to the development, analysis, and evaluation of programs, policies, and operational needs of the assigned area of responsibility.
•  Legal obligations with respect to the release of data, information, and reports.
•  Operational characteristics of automated records management systems (RMS).
•  Principles, practices, methods, and techniques of law enforcement agencies.
•  Police terminology and law enforcement codes.
•  Advanced principles, practices, methods, and techniques of records management.
•  Business letter writing and the standard format for reports and correspondence.
•  Business arithmetic and basic statistical techniques.
•  Principles and practices of data collection and report preparation.
•  Applicable federal, state, and local laws, rules, regulations, policies, and procedures.
•  City and mandated safety rules, regulations, and protocols.
•  Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
•  Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
•  The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. Ability to :
•  Plan, organize, oversee and manage the staff and operations of the Police Records Division.
•  Develop and implement goals, objectives, practices, policies, procedures, and work standards.
•  Prepare and administer large and complex budgets and allocate limited resources in a cost-effective manner.
•  Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
•  Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
•  Identify problems, research and analyze relevant information, and develop and present recommendations and justification for solutions.
•  Perform the most difficult police records management and customer service duties.
•  Operate related records system databases properly and effectively.
•  Organize, implement, and direct police records management and customer service activities.
•  Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
•  Make accurate arithmetic, financial, and statistical computations click apply for full job details