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Police Records Manager

Company: BELLINGHAM CITY OF
Location: Bellingham
Posted on: November 22, 2021

Job Description:

Nature of Work Closing Date/Time: Mon. 11/29/21 12:00 PM Pacific Time The current full salary range for this position is $7,194/month - $8,715/month.Placement within the range is based on qualifications and professional experience in accordance with City policy. This position is represented by a union. Mayor Seth Fleetwood announced on September 21, 2021 that obtaining full COVID-19 vaccination no later than December 3, 2021 will be a condition of employment for all City employees. You can read the full announcementhere. JOB SUMMARY: Responsible for management of the operations and functions of the Police Records Bureau and Police Business Office. Supervises staff and oversees maintenance of all Police records and automated information systems, including policy compliance with audit requirements for the accuracy, security and operational use of Criminal Justice Information System data. Ensures accurate and thorough information is provided to the internal and external users of Records Bureau services. ESSENTIAL FUNCTIONS OF THE JOB: * Plans, organizes, directs, and evaluates the operations and functions of the Police Records Bureau and Police Business Office. Maintains and monitors police records systems. Oversees security, storage, retention, retrieval, and disposition activities of all records. Coordinates organization, staffing, and operational activities for assigned divisions. Works directly with Police Department System Specialist to set and implement goals, priorities and upgrades for the records management system. * Develops, recommends and implements overall goals, objectives and priorities of the Police Records Bureau and Police Business Office; directs, coordinates and reviews the work plan for assigned services. Assigns work, monitors work flow; reviews and evaluates work products, methods and procedures; identifies and resolves problems as needed. * Develops, recommends and implements systems, policies and procedures to improve efficiency of operations and service delivery methods and to ensure compliance with new and existing policies, procedures, and laws. * Develops and recommends goals and objectives for staff achievement. Supervises all civilian Records Bureau and Business Office personnel directly or through subordinate supervisors. Recommends hiring, discipline and termination. Provides or coordinates staff training and evaluates work performance. * Participates in the development and administration of assigned program budgets. Allocates resources and equipment necessary to accomplish assigned work. Forecasts funds needed for staffing, equipment, materials and supplies; monitors, reviews and approves expenditures; recommends adjustments as necessary. * Maintains positive customer relations. Responds to and resolves difficult and sensitive citizen inquiries and complaints. Provides direction in handling non-routine Bureau situations based on applicable policies, laws and regulations. Provides technical advice and assistance to staff and other departments on matters relating to confidential and criminal records management. * Maintains effective communications with the users of Bureau services, such as What-Comm, Finance Department, Legal Department, Municipal Court, Superior Court, Juvenile Court, Police Officers, Detectives, and services of the Bureau, such as Information Services and Accounting to ensure the smooth, efficient legal flow of information. * Collaborates with federal, state, city and county government agencies in auditing, reporting and information sharing as necessary. * Collects, compiles and provides statistical data for records and reports as required. * Attends and participates in professional group meetings and trainings; stays abreast of new trends and innovations in the field of records management. * Collaborates with Police Department Systems Specialist regarding Information Technology budget requests and expenditures. Provides input in defining future technology needs of department as well as projecting timelines for implementation of new projects. * Acts as the public disclosure officer for the police department; oversees the dissemination of all records for the department. Completes requests related to personnel files and confidential files and collaborates with the City Attorney's office as needed to appropriately respond to requests. ADDITIONAL WORK PERFORMED: * Performs other related work of a similar nature or level. WORKING ENVIRONMENT: Work is performed in an office environment with extensive time spent at a computer workstation. Environment includes a normal range of noise and other distractions with low everyday risks working around standard office equipment. Occasional visits to other department work sites may be required. Some travel to professional meetings is expected. Physical ability to perform the essential functions of the job, including: * Correctable visual acuity to read a computer screen and a typeset page; * Fine finger dexterity to manipulate computer keyboard and mouse; * Frequently communicate verbally; * Occasionally transport objects weighing up to 25 lbs. Experience and Training * Bachelor's degree in Business Administration, Public Administration or similar. * Four years progressively responsible experience in records management including two years supervisory or management experience. * Experience in justice or law enforcement records management preferred. * Certification in Records Management (CRM) from the Institute of Certified Records Managers or other relevant certification or post-secondary vocational training preferred. * An equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skills and ability to successfully perform the essential functions of the job will be considered. Necessary Special Requirements * Employment contingent upon passing a criminal convictions check, background investigation, polygraph examination and fingerprinting. Subject to re-check every five years. * Ability to obtain and/or maintain certification as a Level II ACCESS Operator within six months of hire. * All City Employees are expected to follow COVID related mandates and requirements. Selection Process As part of the application process, a cover letter is required. Within the cover letter, please answer the following questions: * What experiences, skills, and traits qualify you for this position? * Why does the City of Bellingham's mission and service to the community appeal to you? Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and required supplemental questions). The information provided in your application must support your selected answers in the supplemental questionnaire. Provide as much detail as you believe will fully describe your experience and training. Supplemental Questionnaire responses not supported in your application will disqualify you from consideration for this position. Interviews for the most qualified candidates are tentatively scheduled for the week of December 13, 2021 via Zoom . Invitations to participate in the Interview process will be sent via e-mail on or around December 8, 2021. Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently. Equal Opportunity: Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment. Fair Hiring Practices * The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment. * The City will not inquire about an applicant's criminal history until after a conditional job offer has been made. * The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied. * The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.

Keywords: BELLINGHAM CITY OF, Bellingham , Police Records Manager, Accounting, Auditing , Bellingham, Washington

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