Police Records Manager

• 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.

• 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.

• 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.
• Respond to complaints or inquiries from citizens, staff, and outside organizations.
• Prepare clear, effective, and accurate reports, correspondence, and other written materials.
• Maintain accurate logs, records, and written records of work performed.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships.

• Possession of a valid P.O.S.T. Basic Records Clerk certificate.
• Possession of a valid C.L.E.T.S. Operator certificate.

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 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. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

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 departmental policies and procedures.

E-Verify: The City of El Monte is an E-Verify employer. E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.