Police Records And Property Manager

The City of Oxnard's Police Department is seeking a Police Records and Property Manager with strong technical and customer service skills to be part of the team. The ideal candidate will have a solid knowledge base in the operational activities and functions of a records unit and strong supervisory skills.

What You'll Do:

• Supervises, evaluates and participates in the work of staff responsible for centralized records management, property and evidence management, switchboard and receptionist activities within the Police Department

• Ensures work quality and accuracy in the processing, maintenance and release of records in accordance with applicable laws, regulations and policies;

• Plans, coordinates, prioritizes, monitors and participates in the work of staff responsible for the centralized records unit, word processing unit, property and evidence unit, switchboard and receptionist areas which operate 24 hours per day, 7 days per week.

• Assigns work to assigned staff; monitors work activities to ensure safe work practices, work quality and accuracy; ensures compliance to applicable laws, rules, policies and procedures.

• Participates in the development and implementation of goals and objectives for appropriate service areas; ensures that established goals are achieved.

• Participates in the development of and recommends new policies and standard operating procedures; recommends programs, projects and work assignments to higher level department/division personnel.

• Develops schedules and methods for performing assigned duties; maintains appropriate work Records and documents; prepares statistical and/or analytical reports on operations as necessary.

• Participates in the selection and training of support personnel; assumes responsibility for motivating and evaluating assigned personnel; provides necessary training; initiates discipline procedures as is appropriate.

• Develops and maintains knowledge and expertise in local, state and federal laws related to public and Police Records and files.

• Assists police management in assessing needs and in the planning, developing and implementing systems and procedures for effective records control; conducts special studies regarding changes in technology that impact on records management.

• Responds to Subpoenas Duces Tecum and testifies to the authenticity of criminal offender Records and police files, as presented in court.

• Serves as the Police Department's Custodian of Records, as well as the department's State (DOJ) Area Terminal Coordinator and representative.

• Directs the workflow entering and leaving the Police Records Unit, Word Processing Unit, Property and Evidence Unit, and reception area, setting priorities for completion of assignments in a timely manner.

• Interprets and applies rules and regulations on use and confidentiality of Police Records and files, in accordance with existing laws and department policies; approves the release or inspection of police reports and files; ensures compliance with federal and state audits.

• Responds to Public Records Requests pursuant to the California Public Records Act (CPRA) and maintains department files to ensure compliance with all applicable CPRA requirements.

• Maintains training manuals and updates resource materials; ensures appropriate training is provided to support personnel to maintain compliance with state and local laws.

• Researches, compiles and analyzes data for special projects; maintains data and prepares a variety of reports for submission to state and federal authorities.

• Maintains effective working relationships with local, state and federal law enforcement and other agencies on criminal justice matters.

• Submits recommendations to the budget for assigned responsibilities; monitors budget expenditures.

DISTINGUISHING CHARACTERISTICS:

This classification is distinguished from the Police Records Supervisor in that it serves as a second-level supervisor of paraprofessional staff and provides supervision to multiple units including conducting performance evaluations, coordinating training, and implementing hiring, discipline and termination procedures and oversees assigned unit operations and services.

SUPERVISION RECEIVED/SUPERVISION EXERCISED:

Supervises paraprofessional and support staff including conducting performance evaluations, coordinating training, and implementing hiring, discipline and termination procedures. Receives general supervision and is expected to prioritize work to meet deadlines and to keep the supervisor informed of any unusual or irregular issues that would impact achievement of a deadline, organizational policy or procedure or in consideration of risk management.

Essential Functions

ESSENTIAL DUTIES:

This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.

• Supervises staff including conducting performance evaluations, coordinating training, and implementing hiring, discipline and termination procedures.
• Plans, oversees and administers work activities and operations of assigned function; develops, implements and evaluates progress in the achievement of or adherence with goals, objectives, policies and procedures.
• Responds to inquiries and information requests from internal and external customers; provides information and documents in support of assigned unit; troubleshoots issues and resolves problems.
• Researches and compiles information, analyzes data, identifies trends and presents findings; prepares/updates reports, correspondence, presentations and/or related materials.
• Evaluates operational processes and procedures; researches best practices; collaborates with internal and external resources; provides recommendations and implements process improvements and program enhancements.
• Serves as a liaison with the California Department of Justice.
• Oversees multiple audits.
• Negotiates contracts with vendors.
• Serves as the primary contact for official public records requests for public safety documents and information.
• Performs other duties of a similar nature and level as assigned.

Minimum Qualifications

The following are the minimum qualifications necessary for entry into the classification:

EDUCATION:

• Bachelor’s Degree in business or public administration, criminal justice, police science, law enforcement or related field

EXPERIENCE:

• Five years of directly related experience.

LICENSING/CERTIFICATIONS:

• Valid Class C California Drivers License

• Possession of, or ability to obtain and maintain, an appropriate, valid CLETS certification issued by the Department of Justice is required within one year of employment.
• Possession of the POST Professional Records Supervisor certificate is highly desirable upon application.

• Must be able to speak and understand English to effectively communicate with fellow employees, customers, and vendors

General Information

APPLICATION PROCESS:

• Submit NEOGOV/Government Jobs on-line application.
• Complete and submit responses to the supplemental questions, if required.
• Upload resume, cover letter, proof of degree (transcript), or other requested documents.

Retirement Contributions:
New members (as defined by PEPRA), 2% @ 62; "Classic" members 2% @ 55. The employee will be required to pay a portion of their annual earnings toward their retirement. The City of Oxnard does not participate in social security.
Vacation/Annual Accrual Rates:
Leave accrual rates vary between 6.24 – 11.78 hours per pay period based on years of service.
Administrative Leave:
Management employees are not compensated for overtime worked. However, the department director may authorize up to 40 hours of administrative leave in one year.
Deferred Compensation:
The City contributes 1% to a deferred compensation program.

Bilingual Pay:
A regular full time employee may receive bilingual pay at the rate of $50.00-$100.00 bi-weekly depending on the Level the employee is required to provide bilingual services as determined by the City Manager or designee.