Police Records Manager

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Police Records Manager

Salary

$67,683.00 - $90,865.00 Annually

Location

Boca Raton, FL

Job Type

Full-Time

Job Number

03835

Department

Police Services

Division

Community Services 22/07001

Opening Date

06/04/2024

Closing Date

6/10/2024 11:59 PM Eastern

FLSA

Exempt

Bargaining Unit

N

• Description

• Benefits

• Questions

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Job Description

Performs professional work involving the development, coordination, administration, and evaluation of diversified projects, and directing the central records management program for the City of Boca Raton Police Services Department.

This position is responsible for researching, planning, assigning, implementing, and identifying emerging trends that may affect police services records retention. Employee has considerable knowledge of departmental procedures and operation, expertise with City ordinances, which are enforced by the Police Services Departments, State of Florida Public Records Law, and Federal Privacy Act.

Duties include compiling statistical information, coordinating programs, analyzing and devising performance methods and measures, formulating recommendations to managers. Employee manages a team operation responsible for the intake, maintenance, processing, dissemination and retention of police records.

Essential Functions

• Oversees the operations and personnel of the Police Records Section.

• Assists in the development and implementation of Police Records Section policies and procedures.

• Coordinates selected intradepartmental activities, which involve more than one division.

• Researches and prepares reports, charts, and graphics relative to departmental functions and services.

• Participates in the comprehensive 5-year action plan for the Police Services Department.

• Trains subordinate employees in records section procedures, schedules, and assignments as established.

• Counsels’ records employees on job performance when needed.

• Evaluates work performance of subordinates, conducts performance evaluations, and recommends disciplinary action as necessary.

• Recruits, selects, and recommends the hiring of Police Records personnel.

• Responsible for overseeing procurement of office supplies and ensuring other finances stay within department budget.

• Provides information to employees, the public and other government agencies to include facilitating public records requests.

• Handles and resolves the more difficult and technical problems regarding police records.

• Prepares reports for review and dissemination.

• Completes monthly employee inspections for uniform and personal appearance.

Related tasks:

• Advises personnel at all levels within the agency on issues related to creation, use, distribution, storage, and disposition of police records and information.

• Performs related tasks as required.

Knowledge, Skills and Abilities

Knowledge of:

• Sound planning techniques and practices

• Modern office procedures, systems, and equipment

• Modern record retention and Public Records dissemination procedures and practices

• Agency forms, terminology, and records

• Department programs, policies and procedures and applicable state statutes.

• Methods and procedures for handling cash and maintaining records of monies received.

Skilled in:

• Microsoft Office software and the ability to acquire competency in the use of departmental computer applications including the Records Management System and CAD.

• Develop and implement work related training programs

• Writing of professional and effective letters, memos, emails, reports, manuals, and policies.

• All tasks performed in the Police Records unit

Ability to:

• Plan, organize, evaluate, and supervise the work of subordinates

• Prioritize and keep accurate and detailed records

• Establish, maintain, and update complex filing systems

• Assess a variety of problems and present sound recommendations in a logical format for their resolution

• Develop and disseminate procedures for the Police Records Station aligned with best practices to meet objectives

• Analyze and present statistical data, facts, and conclusions clearly in written and verbal form

• Understand and comply with complex verbal and written instructions

• Prepare and explain comprehensive narratives and statistical reports

• Communicate clearly and concisely, both orally and in writing.

• Establish and maintain effective working relationships with other employees and managers, and the public as necessary.

Minimum and Preferred Qualifications

• High School Diploma required

• Bachelor’s degree from an accredited college or university with major course work in business management, public administration, criminal justice, or related field AND

• Three (3) years experience of progressive responsibility involving research methods, preparation, presentation, and the day-to-day management and coordination of a wide range of projects and record management

• Previous experience in a team-oriented customer services environment

• Possession of a valid State of Florida Class “E” driver’s license

PREFERRED QUALIFICATIONS:

• Previous experience in a criminal justice or law enforcement setting

• FCIC and NCIC Certification OR must be able to obtain full access FCIC and NCIC certification within the first six (6) months of employment

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check

• Employment Verification

• Reference Checks

• Motor Vehicle Report (MVR) Check

• Certification/License Verification

• Credit Check

• Fingerprinting

• Polygraph

• Neighborhood Check

• Drug and Alcohol Screen

  The City of Boca Raton is an Equal Opportunity (https://www.myboca.us/1226/Equal-Employment-Opportunity) , Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.

BENEFITS SUMMARY

Full-Time Non-Bargaining Employees

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

Year of Service Accrual

0 to 5 full years 8 hours per month

5 to 10 full years 10 hours per month

10 to 15 full years 12 hours per month

15 full years and over 14 hours per month

CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:

Years of service Percentage

Less than 2 full years 0%

2 to 5 full years 10%

5 to 10 full years 20%

10 full years or more 30%

Retirement (normal, early or disability) 50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.

Year of Service Benefit

5 to 10 full years $600 annually

10 to 15 full years $800 annually

15 full years and over $1,100 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

• An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.

• An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.

• The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 14 per year: 11 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.