City of Roosevelt Park: Police Records Director Closing Date: April 28, 2023

The City of Roosevelt Park is seeking applications for a Police Department Records Director. Responsible for oversight, and management of the operations and functions of police records operations, evidence processing and retention, Freedom of Information Act (FOIA) and departmental accreditation. Will be responsible for development of administrative systems to ensure that the Roosevelt Park Police Department is compliant with the Michigan Law Enforcement Accreditation Commission rules and regulations. This position performs a wide range of duties including assisting with the development of policies and procedures, records and evidence room maintenance, and conducting administrative inspections and audits. 

This position reports to the Chief of Police. Police Department office hours are 8:30 a.m. to 3:30 p.m. Monday, Wednesday, and Friday; and 8:30 a.m. to 5:00 p.m. Tuesday and Thursday. This position offers flexible scheduling. Wage is commensurate with experience. 

Application, resume, and application documents should be submitted to the City Clerk at the Roosevelt Park City Hall, 900 Oak Ridge Road, Roosevelt Park, 49441.  Completed application packets can also be emailed to the City Clerk at clerk@rooseveltpark.org.  The position is open until filled however the first review of applications will occur on April 28, 2023.

The City of Roosevelt Park is an Equal Opportunity Employer. The department encourages women and minorities to apply. Applications will be received until positions are filled.

Please visit https://rooseveltpark.org/city-hall/jobs/ for additional information and application. 

JOB SUMMARY: 

Responsible for oversight, and management of the operations and functions of police records operations, evidence processing and retention, Freedom of Information Act (FOIA) and departmental accreditation. Oversees maintenance of all police records and automated information systems, including policy compliance with audit requirements for the accuracy, security and operational use of Criminal Justice Information System data. Ensures accurate and thorough information is provided to both internal and external users. Responsible for development of administrative systems to ensure that the Roosevelt Park Police Department is compliant with the Michigan Law Enforcement Accreditation Commission rules and regulations. This position performs a wide range of duties including assisting with the development of policies and procedures, records and evidence room maintenance, and conducting administrative inspections and audits.

SUPERVISORY RELATIONSHIP: 

Reports to the Chief of Police. Work is performed under general guidance and direction and according to City and departmental policies and procedures as well as applicable local, state and federal laws and regulations including those pertaining to law enforcement, records maintenance and public disclosure (FOIA).

ESSENTIAL FUNCTIONS OF THE JOB: 

1. Maintains and monitors police records systems. Oversees security, storage, retention, retrieval, and disposition activities of all records. Works directly with Chief of Police to set and implement goals, priorities, and upgrades for the records management system. 
2. Develops, recommends, and implements overall goals, objectives and priorities of records operations and police business office; directs, coordinates, and reviews the work plan for assigned services. Assigns work, monitors workflow; reviews and evaluates work products, methods and procedures; identifies and resolves problems as needed.
3. Performs a variety of complex administrative and professional assistance work in planning, coordinating, and managing the implementation, maintenance and adherence to the police department’s accreditation.  
4. Acts as a liaison between police administration, other department employees and outside agencies in all accreditation efforts.
5. Develops, recommends, and implements systems, policies and procedures to improve efficiency of operations and service delivery methods and to ensure compliance with new and existing policies, procedures, and laws. 
6. Participates in the development and administration of assigned program budgets. Allocates resources and equipment necessary to accomplish assigned work. Forecasts funds needed for projects, equipment, materials, and supplies; monitors, reviews and approves expenditures; recommends adjustments as necessary. 
7. Maintains positive customer relations. Responds to and resolves difficult and sensitive citizen inquiries and complaints. Provides technical advice and assistance to staff and other departments on matters relating to confidential and criminal records management. 
8. Perform a variety of technical and administrative duties in support of the organization's evolving property/evidence needs and efforts. 
9. Ensures that all evidence and property is collected according to best practices, legal requirements, and department policy. 
10. Coordinates training of personnel on property and evidence protocols and processing, as well as collection and storage of evidence. Responsibilities include, but are not limited to, properly processing, packaging, and analyzing evidence collected, working with investigators to log all evidence, obtain court dispositions, obtain evidence destruction orders, and destroying evidence in accordance with official documents.
11. Maintains effective communications with the users of departmental records operations, such as Finance Department, City Clerk, legal department, courts, and police officers to ensure the smooth, efficient legal flow of information. 
12. Collaborates with federal, state, city and county government agencies in auditing, reporting and information sharing as necessary. 
13. Collects, compiles, and provides statistical data for records and reports as required. 
14. Attends and participates in professional group meetings and trainings; stays abreast of new trends and innovations in the field of records management. 
15. Collaborates with Muskegon Central Dispatch systems specialists regarding information technology requests and expenditures. Disseminates information defining future technology needs of the department as well as implementation of new projects. 
16. Acts as the public disclosure officer for the police department (FOIA); oversees the dissemination of all records for the department. Completes requests related to personnel files and confidential files and collaborates with the City Attorney’s office as needed to appropriately respond to requests. 

ADDITIONAL WORK PERFORMED: 

• Performs other related work of a similar nature or level as activities may change at any time with or without notice.

PERFORMANCE REQUIREMENTS (Knowledge, Skills, and Abilities): 

Knowledge of: 

• Thorough knowledge of public disclosure laws (FOIA). 
• The principles, practices, and methods of warehousing, inventory control, material handling, storage, recordkeeping, and property accounting. 
• Applicable federal, state, and local criminal and civil laws, codes, and regulations.
• Police, court systems, and criminal procedures relative to the processing, retention, and disposal of evidence. 
• Safety and security methods and practices involved in the handling and storage of firearms, weapons, narcotics, drugs, money, vehicles, and dangerous devices.
• Principles of contemporary criminal justice systems. 
• Thorough knowledge of principles and methods of records and information management.
• Financial management including cost analysis, budget development and business planning. 
• National crime reporting through the Federal Bureau of Investigation (FBI), National IncidentBased Reporting System (NIBRS) and Uniform Crime Reports (UCR). 
• Thorough knowledge of personnel management and leadership principles. 

Skill in: 

• Operation of standard office equipment including computers and supporting word processing, spreadsheet and database applications. 
• Excellent oral communication skills for making presentations and proposals, conducting meetings, giving clear direction to staff, and communicating with the general public. 
• Excellent written communications skills for preparing reports, making recommendations, documenting policies and procedures, and composing correspondence. 
• Excellent interpersonal skills, problem solving, planning, organization, decision making, adaptability/flexibility, stress tolerance and time management. 
• Operational aspects of state message switch LEIN/NCIC and national and international criminal justice systems.

Ability to: 

• Establish and maintain effective working relationships with a diverse group of people. 
• Provide courteous, effective customer service. 
• Interpret and apply federal, state and local policies, laws and regulations. 
• Plan, organize, initiate, implement, and administer programs.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. 
• Adapt to changing technologies and learn functionality of new equipment and systems.
• Communicate clearly and concisely, both orally and in writing. 
• Exercise discretion and maintain confidentiality of sensitive oral and written information.
• Maintain consistent and punctual attendance.
• Ability and willingness to demonstrate the Public Service Competencies of Service Orientation, Results Orientation, and Teamwork and Cooperation. 
• Ability to lift/transport objects weighing up to 25 lbs. 

WORKING ENVIRONMENT:

Work is performed in an office environment with extensive time spent at a computer workstation. Environment includes a normal range of noise and other distractions with low everyday risks working around standard office equipment. Occasional visits to other department work sites may be required. Some travel to professional meetings is expected. 

EXPERIENCE AND TRAINING REQUIREMENTS:

• Experience in records management including two or more years training, senior leadership or management experience. 
• Experience in justice or law enforcement records management preferred. 
• Certification in Records Management (CRM) from the Institute of Certified Records Managers or other relevant certification(s) or post-secondary vocational training preferred. 
• An equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skills and ability to successfully perform the essential functions of the job will be considered. 

NECESSARY SPECIAL REQUIREMENTS: 

• Employment contingent upon passing a criminal convictions check, background investigation, polygraph examination and fingerprinting. Subject to re-check every five years. 
• Ability to obtain and/or maintain certification as a LEIN TAC/LASO Operator within six months of hire.