POLICE RECORDS MANAGER

SUMMARY

This position is responsible for performing technical and supervisory functions in the Records Division, including complex duties that support administrative processes related to documenting, maintaining, and controlling police records, case files, statistics, NIBRS reporting, and public information. Responsibilities include planning, coordinating, scheduling, assigning, and evaluating the work of Records Division personnel under the oversight of the Business Services Manager.

The position manages the Police Records systems; retrieves and distributes law enforcement data and information; responds to inquiries and complaints; conducts internal or citizen complaint investigations; ensures departmental processes and procedures are followed; communicates critical timelines; and identifies opportunities to improve operational efficiency. Additional responsibilities include organizational oversight, performance evaluations, corrective counseling, and recommendations regarding disciplinary actions.

ESSENTIAL RESPONSIBILITIES

• Supervises, schedules, reviews, and evaluates the work activities of assigned staff in the Records Division.

• Oversees day‑to‑day operations of Records within the Records Division.

• Conducts performance evaluations of assigned personnel.

• Provides guidance, vision, and instruction to personnel to assist in meeting requirements and expectations.

• Ensures Records Division duties are completed within legal and procedural requirements.

• Ensures subpoenas are completed and processed within all legal and procedural requirements.

• Schedules and conducts regular group and individual meetings with Records Division personnel.

• Takes or recommends personnel actions including probationary decisions, discipline, terminations, and performance evaluations, with approval from the Business Services Manager.

• Participates in interview panels for hiring Records Division personnel or appoints appropriate personnel as needed.

• Assists with the development and administration of budget recommendations.

• Identifies system and equipment deficiencies and recommends potential solutions.

• Maintains personnel and computer system records.

• Assists in developing departmental policies and procedures and ensures compliance.

• Resolves citizen and internal complaints related to records and Records Division personnel.

• Mentors, coaches, counsels, and resolves conflicts among records personnel.

• Oversees preparation and distribution of police reports in accordance with legal guidelines.

• Monitors safety conditions of the work environment.

• Participates in supervisory staff meetings, job-related training, and leads staff meetings.

• Oversees court-ordered juvenile expungements and sealing of records, and expungement of adult records.

• Tracks and reports internal statistics for all NIBRS reporting.

• Coordinates NIBRS reporting in accordance with FBI and State requirements.

• Directs destruction of police records in compliance with departmental policy and State/Federal mandates.

• Conducts organizational studies regarding workflow, time factors, procedures, and staffing needs, and provides recommendations to the Business Services Manager.

• Oversees and coordinates upgrades to the Records Management System (including AXON RMS) to ensure quality data control.

• Oversees the security and confidentiality of all police records.

• Oversees security audits of Police Department databases as requested.

• Ensures background information requests are processed in compliance with the Open Records Act.

• Ensures departmental compliance with legal guidelines for the release of information.

• Oversees security profiles and user access for AXON RMS, Fusion, Coplogic, CRASH, Emerald, the Public Information site, Texas Driver’s License Imaging, and any other assigned databases.

• Participates in developing records‑related goals, objectives, policies, and procedures.

• Oversees daily balancing and reconciling of money received at the front counter.

• Ensures Records Division staff are properly trained in all required job duties.

• Responds to questions and concerns from departmental staff, the general public, and outside agencies.

• Attends and participates in training seminars and stays current with changes in procedures, regulations, and laws.

• Performs other job‑related duties as assigned.

ORGANIZATIONAL LEADERSHIP EXPECTATIONS

• Demonstrates professionalism, integrity, and accountability in all interactions and decisions.

• Promotes an inclusive, positive, and collaborative work environment.

• Sets clear expectations and provides consistent, constructive feedback.

• Ensures staff have the tools, training, and support needed to succeed.

• Communicates effectively and transparently across all levels of the organization.

• Models ethical decision‑making and adherence to departmental standards.

• Encourages innovation, continuous improvement, and efficiency within the Records Division.

• Builds effective working relationships with internal and external stakeholders.

• Supports the mission, vision, and strategic objectives of the Police Department.

MINIMUM REQUIREMENTS

• Associate’s degree OR High School Diploma plus three (3) or more years of directly related experience. Equivalent combinations of education, experience, and training may be considered. Prior leadership, supervisory, or management experience is required as determined by the Chief of Police. Knowledge of the Texas Penal Code, Open Records, and NIBRS reporting requirements is preferred.

• Must be able to read, write, and speak English at a high school graduate level; type 45 wpm; possess normal or corrected hearing; possess 20/40 or corrected 20/40 vision; follow written and verbal instructions; work under stressful conditions; and work occasional overtime.

• Must pass NCIC/TCIC and CJIS requirements, training, and testing within 6 months of hire.

Must successfully complete a polygraph exam prior to hiring.

• Automatic disqualifiers include felony or Class A misdemeanor convictions; Class B misdemeanor within the past 10 years; family violence conviction; current indictment; or military discharge under less than honorable conditions.

Possible disqualifiers include illegal controlled substance use or possession, excessive traffic convictions, or a history of bad debt.

KNOWLEDGE, SKILLS, AND ABILITIES

• Extensive knowledge of Records Management Systems (including AXON RMS).

• Knowledge of Police Department and City policies, procedures, and databases.

• Proficiency with computers, software applications, and office equipment.

• Knowledge of Federal and State NIBRS reporting guidelines.

• Knowledge of laws governing maintenance and release of police records.

• Knowledge of leadership, supervisory, and human resource management techniques.

• Strong written and verbal communication skills.

• Knowledge of office and records management principles.

• Knowledge of the Texas Penal Code.

• Knowledge of scanning and indexing electronic documents.

• Ability to enter, process, and retrieve information from multiple Police systems.

• Ability to interpret, apply, and explain policies, procedures, and regulations.

• Ability to remain professional and calm in stressful situations.

• Ability to exercise independent judgment and make sound decisions.

• Ability to maintain confidentiality of sensitive information.

• Ability to build and maintain effective working relationships.

• Ability to operate multiple department‑specific software applications and office equipment.

• Strong problem‑solving and analytical skills.

• Ability to deliver presentations and communicate information clearly.

• Ability to perform detailed, technical, and responsible administrative work.

• Ability to maintain organization and attention to detail.

• Ability to supervise, schedule, train, and evaluate the work of others.

ADA PROFILE

Reasonable accommod