Records Unit Manager

City of West St. Paul -
West Saint Paul, MN

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Job Details

Full-time
$42.70 - $53.36 an hour
9 hours ago

Benefits

Health savings account
Disability insurance
Health insurance
Dental insurance
Flexible spending account
Tuition reimbursement
Vision insurance
Life insurance
Retirement plan

Qualifications

Staff supervision
Team supervision
Police records management
Customer service
Writing skills
Coaching
Administrative experience
Team development
Law enforcement software
Mentoring
Productivity software
Team motivation (leadership skill)

Full Job Description

Position Summary

Join our team and make a positive difference in the community. Under the direction of the Chief of Police, this position plans, coordinates, supervises, and participates in the administration of the Police Department's records management and administrative support functions. Ensures the accuracy, security, retention, dissemination, and legal compliance of police records while providing leadership and oversight of records personnel and related systems.

Primary Duties

Supervises Records Unit personnel, including assigning and monitoring work, approving leave requests, scheduling staff, conducting performance evaluations, recommending employee discipline or recognition, and ensuring the timely and accurate completion of assigned duties.
Serves as the Bureau of Criminal Apprehension (BCA) Terminal Agency Coordinator (TAC) and Criminal Justice Information Services (CJIS) Coordinator, ensuring compliance with state and federal regulations, training requirements, audits, and security standards.
Coordinates activities of the records unit with other police divisions and assists with the accomplishment of departmental goals.
Serves as the system administrator for the Department's records management system, computer-aided dispatch interfaces, CJN applications, state reporting systems, and other law enforcement databases and software applications.
Oversees the timely and accurate submission of all required local, state, and federal reports, including NIBRS reporting, use-of-force reporting, pursuit reporting, validation requirements, and other mandated submissions.
Ensures the timely processing and submission of police reports, citations, warrants, and related documents to prosecuting authorities and criminal justice partners.
Serves as the Department's Responsible Authority Designee and Custodian of Records, ensuring compliance with the Minnesota Government Data Practices Act, applicable court orders, retention schedules, and criminal justice information security requirements.
Responds to and coordinates requests for government data in accordance with the Minnesota Government Data Practices Act.
Assists in the development, implementation, and review of departmental policies, procedures, and records management practices.
Participates in technology implementation projects, software upgrades, records conversion efforts, and system integrations.
Performs other duties and/or responsibilities that are apparent or assigned.

Minimum and Preferred Qualifications

Minimum Requirements

2-3 years of administrative and record support experience in a criminal justice agency.
Excellent communication skills.
Proficiency in Microsoft Office suite and law enforcement records management software products.

Preferred Qualifications

Associate or Bachelor's Degree in Criminal Justice, Public Administration, Business Administration, Communications, Information Systems, Leadership, Paralegal Studies, or a closely related field.
Experience in the supervision of employees.
Experience serving as a BCA Terminal Agency Coordinator (TAC), CJIS Coordinator, or Records Supervisor.
Experience with Minnesota law enforcement reporting requirements, NIBRS reporting, and Minnesota Government Data Practices Act compliance.
Experience administering criminal justice software systems and records management platforms.

Essential Knowledge, Skills and Abilities

Knowledge of administrative operations for public safety agencies in the State of Minnesota.
Thorough knowledge of Minnesota Data Practices Act and other privacy laws and regulations regarding the criminal justice system.
Knowledge of web-based applications including MyBCA and PS Portal.
Advanced knowledge of Microsoft Office applications.
Experience and ability to plan, organize, direct, coordinate, and supervise employees.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish and maintain effective working relationships with internal and external contacts.
Ability to prioritize competing demands, manage multiple projects, and meet deadlines in a fast-paced environment.
Ability to provide leadership, mentorship, coaching, and motivation to employees.
Excellent customer service skills.

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Position Summary

Primary Duties

Minimum and Preferred Qualifications

Essential Knowledge, Skills and Abilities

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