Description

The Anaheim Police Department is seeking a Police Records Manager to supervise and coordinate the activities and operations of the Records Bureau. The Police Records Manager is responsible in coordinating assigned activities with other divisions, outside agencies, and the general public; and to provide highly responsible and complex staff assistance to a Police Division Commander.

With support from Executive staff, the new Police Records Manager will have an opportunity to develop an entry-level training program for employees, as well as creating a work plan to address backlogs, employee development, and employee morale.

Candidates must possess five years of responsible experience involving the maintenance and management of police records including two years of administrative and/or supervisory experience supplemented by specialized training in records management, the release of information, and college level course work in business administration, or a related field. A Bachelor's degree is desirable. Possession of POST Records Supervisor Certificate is highly desirable.

This position requires 24/7 availability. Must be able to respond to the Police Department or offsite location at any time, including weekends, nights, and holidays.

Essential Functions

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

Coordinate the organization, staffing, and operational activities of the Police Records Bureau including records management, court liaison services, and data entry functions.

Participate in the development and implementation of goals, objectives, policies, and priorities for the Police Department’s records management programs, services, and activities; recommend and implement resulting policies and procedures.

Identify opportunities for improving service delivery methods and procedures; identify resource needs; review with appropriate management staff; implement improvements.

Direct, coordinate, and review the work plan for the Police Records Bureau; assign work activities and projects; monitor work flow; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems.

Participate in the selection of Police Records Bureau personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.

Participate in the development and administration of the Police Records Bureau budget; forecast funds needed for staffing, equipment, materials, and supplies; research and propose new revenue sources including service fees; monitor and approve expenditures; recommend adjustments as necessary.

Oversee system administration of the Police Department’s Records Management System (RMS); develop, update, and implement procedures and training materials related to system usage including data quality audits; maintain privatized report files; participate in the workflow design of specified modules; research and recommend system enhancements; participate on system implementation sustainment team.

Serve as administrator for the Police Department’s automated on-line reporting system; maintain and update user accounts; provide user support; test system enhancements.

Coordinate records management activities with those of other divisions and outside agencies and organizations.

Serve as the Police Department’s Public Records Coordinator in compliance with City Administrative Regulations; carry out duties and responsibilities as defined.

Coordinate with the City Attorney’s Office, City Clerk’s Office, Police Department’s Public Information Officer, and other department personnel to respond to requests for information from the public/media.

Oversee the collection, preparation, and production of Police Department documents for civil, workers’ compensation, DMV, State Board, and other agency criminal subpoenas; ensure compliance with court orders; oversee the sealing and purging of criminal records.

Testify in court as designated Custodian of Records on all matters relating to the collection, storage, maintenance, dissemination, and destruction of police business documents.

Supervise and provide technical support to Police Department personnel on the maintenance and dissemination of department records and files to ensure compliance with local and state regulations; develop, update, and implement the department’s records retention program; coordinate and direct the departments’ records destruction process.

Oversee the Police Department’s Agency Terminal Coordinator/liaison to the California Department of Justice and ensure mandated telecommunications training and recertification of operators; coordinate the audits of local, state, and federal databases by state and federal auditors.

Oversee the Property and Evidence unit.

Provide staff assistance to management staff in the Police Department; participate on a variety of committees; prepare and present staff reports and other correspondence as appropriate and necessary.

Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field of police records management, technology, and service delivery; incorporate new developments as appropriate into programs.

Perform related duties as required.

Qualifications

Experience and Education: Five years of responsible experience involving the maintenance and management of police records including two years of administrative and/or supervisory experience supplemented by specialized training in records management, the release of information, and college level course work in business administration, or a related field. A Bachelor’s degree is desirable. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.

Knowledge of: Operational characteristics, services, and activities of a police records management program; modern and complex principles and practices of police records management; pertinent federal, state, and local laws, codes, and regulations including those governing the release of information and the maintenance, security, and dissemination of criminal offender records; computer applications including local and regional automated records management systems, federal, state, and county criminal justice data base systems, word processing, spreadsheets, and statistical databases; operational policies, practices, and procedures and regulations associated with state and federal database access, storage, and dissemination; research techniques, methods, and procedures; records and data management trends; principles of municipal budget preparation and control; principles of supervision, training, and performance evaluation; principles of business letter writing and report preparation; modern office procedures, methods, and equipment.

Ability to: Coordinate and direct the Police Department’s Records Management Bureau; manage, supervise, direct, and coordinate the work of supervisory, professional, and technical staff; select, supervise, train, and evaluate staff; recommend and implement goals, objectives, policies, and procedures for providing Police Records Management Bureau services and activities; understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations pertaining to records management and the release of information; develop and implement work systems and procedures to ensure optimum efficiency; analyze problems and identify and develop solutions; research new methods and technology pertaining to records management, information dissemination, and service delivery; establish and develop comprehensive records and automated systems related training programs; participate in the preparation and administration of assigned budgets; plan and organize work to meet changing priorities and deadlines; effectively represent the Police Records Management Bureau to outside individuals and agencies to accomplish the goals and objectives of the unit; work cooperatively with other departments, government officials, and outside agencies; respond tactfully, clearly, concisely, and appropriately to inquiries from the public, staff, or other agencies on sensitive issues in area of responsibility; interpret and explain Police Records Management Bureau policies and procedures; prepare clear and concise reports; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.

License/Certification Required: Possession of, or ability to obtain Peace Officer Standards and Training (P.O.S.T.) Records Supervisor Certificate.

Employees of the Anaheim Police Department must be permanent and fulltime residents of the State of California and live within a one hundred (100) mile radius of the City of Anaheim.

Supplemental Information

Applications will be accepted until Wednesday, June 7, 2023 at 5:00 PM . Applicants are encouraged to apply early. Applications will not be accepted after this deadline.

Anaheim Police Department Blueprint - knowledge of the Anaheim Police Department Blueprint is required of all Police Department employees.

The following background documents are required and must be completed and brought to the oral interview.

• Personal History Statement (PHS)
• Background Investigation Questionnaire (BIQ) - copy link address and paste into your browser
• Required Documents

Please provide as many of the required documents along with your PHS and BIQ. Items such as transcripts, credit report or other missing documents can be provided upon your receiving them.

The selection process includes, but is not limited to, a kills assessment, an oral interview, background investigation, polygraph examination, psychological evaluation, and a medical examination, which includes drug/alcohol screening.

The interview with the background investigator and completion of the background investigation will include, but is not limited to, verification and evaluation of any present and/or past use of drugs, driving and employment history.

Please review the following common disqualifiers. If any items listed pertain to you, you will be automatically disqualified in the background investigation. You may, at this time, want to screen yourself and withdraw prior to starting the recruitment process.

• Any illegal use, sales, or possession of a drug classified as an opiate (heroin, opium, etc.) or PCP.
• Any use of cocaine, methamphetamine, hallucinogens (GHB, MDMA/ecstasy, ketamine, etc.) within five years of date of application.
• Any illegal use of anabolic steroids within three years of date of application.
• A pattern or history of irresponsibility as evidenced by debt collections, civil judgments, failure to pay, late payments, etc.
• Two or more at-fault traffic collisions within three years of the date of application.
• Conviction of a hit-and run offense.
• Any driver's license suspension within five years of date of application.
• Conviction of a felony crime.
• Conviction of any misdemeanor crime within five years of application.
• Any conviction as an adult, of any misdemeanor crime involving domestic violence, sexual-related offenses or crimes against children.
• Any conviction as an adult, of a theft or larceny crime.

The following may result in disqualification:

• Use of cocaine, methamphetamine, hallucinogens (GHB, MDMA/ecstasy, ketamine, etc.) previous to five years of application.
• Prior marijuana use.
• Prior nitrous oxide use.
• Illegal use of anabolic steroids previous to three years of application.
• Illegal use of a hypodermic needle/ syringe.
• A bankruptcy within the past three years of date of application.
• More than one moving violation in the past 12 months, and/or three or more moving citations within the past three years, and/or five or more moving citations within the past five years of date of application.

Candidates must be specific and complete in describing their qualifications for this position. Stating "See Resume" is not an acceptable substitute for a completed application. Failure to state all pertinent information may lead to elimination from consideration.

The City of Anaheim uses E-Verify and new employees must provide documentation to establish both work authorization and identity.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process.

The City of Anaheim offers a range of benefit programs for employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.

To view the current benefits summary, visit: https://www.anaheim.net/DocumentCenter/View/30970/Benefits-Summary-Full-Time

For additional information about the City's benefits, visit: www.myanaheimbenefits.com

RETIREMENT BENEFITS – The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits. Retirement formula is based on appointment date and membership status with CalPERS.

Note: Pension contribution limitations are set by CalPERS each calendar year, with compensation limit requirements for Public Employee Pension Reform Act (PEPRA) members and Classic members. Employee contributions will be deposited into a 401(a) account after reaching this limit. Employees with CalPERS membership dates prior to July 1, 1996 are not impacted by these limits.

To view the current limits and additional CalPERS information, visit:
https://www.anaheim.net/DocumentCenter/View/4783/CalPERS-Rates