Records Manager

TOWNSHIP OF ABINGTON

Job Description

Department: Police

Position: Records Manager

Classification: Full-time - FLSA - Exempt

Reports to: Director of Records and Information

Supervises: Records and Information Clerks, Full and

Part Time Public Safety Communicators

Purpose: The primary purpose of this position is to coordinate, schedule, oversee the daily operations and personnel and participate in the coding, reporting, filing and researching police records and related data, within the Records and Information Department, serving as a contact with the public, performing a variety of complex and technical administrative tasks while also performing independent clerical and operational work at a specialized level. All work is completed in accordance with township ordinances, policies, procedures, practices, and other laws of the Township and Commonwealth of Pennsylvania. Assignments and technical supervision is received through the Director of Records and Information.

Tasks: Pleasantly and professionally greets , interacts and communicates with department employees, the public, governmental and Township officials in person or by phone or by electronic device, answering questions, and obtaining information; processes phone calls for all
Township matters but primarily for the Police Department as a whole. Maintain, receive, update, and track files and correspondence including those that are confidential and sensitive in nature; records messages and forwards to appropriate personnel; researches, completes and assists in projects as assigned by supervisor; submit payroll data on a bi-weekly basis to Police
Admin Asst; maintain and verify all payroll data for Part Time Employees; assist Director of
Records and Information with budget planning for Division; submit daily credit card deposits to the finance department; proficiency in using Excel spreadsheets and Microsoft Word; compose reports and correspondence; assimilates reports from multiple documents; access, inputs, and retrieves information from computer; sets up forms and spreadsheets; prepare documents required for purchasing; researches prices from vendors before ordering supplies; inventory and orders office supplies for Records and Information (these supplies are used by the entire department); design, prepares and updates forms as necessary for Records and
Information Division; type letters, reports, memorandums, forms and documents from copy, draft or instructions; operate office equipment; schedule equipment for service and repair; file various reports internally as well as with local, state and federal agencies via U.S. Mail or electronically; oversee the coordinating and organizing of uniform orders for the Records and
Information Division; oversee and assist with mail distribution for entire Township; handle time off requests and scheduling for Records and Information Division on a daily basis; oversee and maintain time banks for Records and Information Division at all times; oversee interactions and assist with all members of the Public that enter the Township Building Lobby
(After Hours) and Police Department Lobby; serve as Police Officer Scheduling Software
(POSS) Administrator; serve as CODY Records Management System Administrator;

TOWNSHIP OF ABINGTON

Job Description

Administrator for all Township employees as well as Vendors; Coordinate storage and destruction of Police Department case files in accordance with State, County and Local Laws;
Interact with employees and Township officials in a courteous and professional manner at all times.

Required Skills, Knowledge and Abilities: Employee performs tasks independently and often without direct supervision of each task, although employee will have regular contact with the
Director of Records and Information and other assigned Commanders and Supervisors.
Administrative and secretarial experience; familiarity with office and computer technology equipment; knowledge of the departments records and information operations; general knowledge of modern office practices and use of standard office equipment; general knowledge of department and county radio systems and policies; ability to establish and maintain effective working relationships with associates; ability to communicate technical ideas effectively both orally and in writing; ability to communicate via electronic means effectively and efficiently.
Advanced typing and word processing skills, proficient in recent versions of MS Word, Excel, and a good general working knowledge of Windows; ability to learn new computer applications as needed. Ability to learn and navigate the following software systems: Police
Officer Scheduling Software (POSS); CODY Records Management System; Montgomery County
CAD/Net Viewer and MDT; AVTEC Radio console; CLEAN (Commonwealth Law
Enforcement Assistance Network); J-NET (PA- Justice Network); Trans Union TLOxp; 3si tracking software; a demonstrated ability to work for more than one person; possess excellent organizational skills ; ability to establish effective working relationships with department personnel, and the general public. Candidates must be of sound moral character and successfully pass a background check.

Employee must be self-motivated, collaborative and work well independently and as a team, with excellent verbal and written communication skills; ability to work under stressful conditions with frequent interruptions.

Standards: Employee is supervised by the Director of Records and Information in the Police
Department, although most work is performed independently. Employee’s actions are governed by the First-Class Township Code, related laws, laws of the Commonwealth, laws of the United
States of America, Abington Township, and other Abington Township ordinances, resolutions, and policies. Work is performed in accordance with established Township operating procedures, and assigned tasks are to be completed accurately, correctly, error free, and in the time specified or timely manner. Employee is to maintain a professional and cordial manner at all times. Ability to understand instructions; organize and prioritize work load efficiently and effectively; handle personal and confidential information tactfully; communicate orally and in writing. All interpersonal interactions with employees and the public is to be positive, collaborative, respectful and courteous.

TOWNSHIP OF ABINGTON

Job Description

Education and Experience: Any combination of education and experience that results in the employee achieving the functions of the job satisfactorily, with, as a minimum the equivalent of graduating from high school. College degree and experience as a Supervisor preferred.
Considerable experience in maintaining police records and public safety dispatching is recommended.

Conditions, Physical Demands and Requirements: Low physical exertion; work is performed under time constraints, deadlines and at times high stress situations. Ability to utilize telephone, computer, typewriter, photocopy machine, fax machine, calculator, label maker,
800 MHz Radio, UHF Radio and other office related machinery. Must be able to operate and communicate calmly and clearly via radio transmissions, must be able to multi task. Must be able to monitor/communicate in a timely and professional manner with persons detained in departments holding facility.

TOWNSHIP OF ABINGTON

Job Description

Employee may be asked to perform other duties; provided those duties are not illegal or injurious to the employee's health; Employee will be evaluated in part based upon performance of the tasks listed in this job description. Management has the right to revise this job description at any time.
This job description does not list all the duties of the job. The Chief of Police or Division
Commander may ask the employee to perform other job-related duties.

The position is an at-will position; the person in this position serves for no specific term and the
Township reserves the right to terminate the relationship at any time, for any reason. Nothing in this position description should be construed as a contract or guarantee of continued employment and the Township reserves the right to change benefits or bypass discipline policies if the situation warrants.

I, , have read and understand all of the duties and requirements specified in this job description and agree to abide by all rules and regulations while in the employment of the Township of Abington.

Employee Signature

Date

2023/Police Records/Coordinator of Records

Job Type: Full-time

Pay: Up to $66,000.00 per year

Benefits:

• 401(k)
• 457(b)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evenings as needed
• Holidays
• Overtime
• Weekends as needed

Work Location: In person