Job Description
Join a Growing Community. Lead with Purpose. The Windsor Police Department is hiring a Records Manager to lead our growing Records team. As part of our leadership staff, you’ll ensure accurate, efficient management of police records, supervise staff, and help shape the future of police services in a thriving, community-focused town.
ABOUT THE COMMUNITY Windsor, Colorado, established in 1890, is a thriving home-rule municipality strategically located between Denver and Cheyenne. Originally rooted in agriculture and railroads, Windsor has grown fivefold in the past 30 years, becoming one of Colorado's most desirable communities in northern Colorado. With excellent schools, quality healthcare, and diverse housing, Windsor offers a safe, close-knit environment. The town is home to 44,632 residents, with easy access to nearby cities and educational institutions like Colorado State University and the University of Northern Colorado. Windsor features 26 parks, 53 miles of trails, and a vibrant downtown. Major employers include Anheuser-Busch and Vestas Blades America. Upcoming developments include the Legends Sports Complex and a new Police Department facility. ABOUT THE DEPARTMENT The Windsor Police Department is comprised of six main divisions: Community Engagement, Investigations, Patrol, Property & Evidence, Records, and Special Operations. As an agency, the Police Department continues to work toward strengthening its relationship with the community by recruiting individuals who reflect its vision of striving to do better each day, and by hiring only those who are committed to serving everyone in the community at the highest level. The Police Department provides the following community services: Investigations: Conducts follow-ups and prepares cases for appropriate clearance.
Patrol: Keeps watch and responds to emergencies 24 hours a day, 7 days a week.
Property & Evidence: Maintains the integrity of evidence and/or property collected during a criminal investigation and/or held for safekeeping.
Records: Gathers accurate crime data from officers, processes, maintains, and releases police records.
Special Operations: Handles commercial vehicle inspections, Municipal Court security and provides support at special events. This team is also an integral part of the Town’s traffic safety efforts.
The Windsor Police Department recently completed a new 43,000-square-foot facility designed to accommodate future growth of both sworn and non-sworn personnel. This state-of-the-art building includes advanced tools and resources such as training spaces, a multipurpose conference area, evidence-processing facilities, and an onsite gym. If you value integrity, relationships, and innovation and want to make a difference every day, we invite you to apply and join our team!
HIRING RANGE: $77,665 - $85,426 annually, exempt - DOE
WORK SCHEDULE: Generally, 40 hours per week, Monday – Friday from 8 am-5 pm – based on Departmental needs, may include various shifts, days, evenings, weekends, and holidays
NATURE OF WORK
The Records Manager is the Windsor Police Department Records Unit primary supervisor. This position requires the employee to work independently, apply well-developed clerical and office support knowledge, and exercise judgment and initiative. Plans, schedules, supervises and evaluates the personnel and work activities of the Administrative and Records Unit. Ensures the efficient and effective operations of the unit and the systems and processes utilized by the unit. Administers, enforces, and ensures compliance with all federal, state, and municipal laws, court orders, rules, regulations, and policies as they relate to department records. Serves as a member of department leadership and performs related duties as required.
Individuals in the position are required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophy and the town’s Equal Employment Opportunity policy.
SUPERVISION RECEIVED
The Records Manager works under the direct supervision of the Administrative Commander.
SUPERVISION EXERCISED
The Records Manager is directly responsible for the supervision of Records Specialist and volunteer staff. ESSENTIAL JOB FUNCTIONS
The Records Manageris assigned specific assignments, job duties, scope, authority, responsibility, roles, and requirements as determined by the Town, Department, Division, and pursuant to laws, regulations, and practices. Individuals in this position must be able to successfully perform, be responsible for, and/or assist in the fulfillment of many job functions and duties, with or without reasonable accommodation.
The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive:
Supervision and Leadership
Plan, coordinate, prioritize, assign, manage, review, and evaluate the work of non-sworn personnel assigned to the Administrative Division. Supervise individual employee performance, which includes setting goals with employees, providing feedback, and evaluating performance.
Develop, train, empower, and mentor assigned personnel. Provide or facilitate training for records section employees and department staff.
Schedule and conduct regular group and individual meetings to ensure effective communication and collaboration within the unit and to facilitate the evaluation of individual and group work performance.
Prepare and maintain work schedules for Records personnel; schedule time off and leave requests to ensure adequate staffing levels.
Balance workload and distribute special assignments equitably and relative to individual goals, interests, and abilities.
Monitor work activities to ensure compliance with established policies and procedures; participate in the development of and make recommendations for changes and improvements to existing policies and procedures.
Participate in recruitment, hiring, promotional assessment, and evaluation process to help inform staffing and candidate selection.
Participate in the planning and administration of the department’s budget, as well as grant allocations; submit recommendations; monitor expenditures; participate in other administrative functions as assigned.
Act as a liaison with outside agencies, the public, and between management and assigned personnel.
Assist in establishing and implementing unit and department goals and objectives.
Anticipate libelous situations; reduce or eliminate civil exposure.
Answer questions from the public concerning local, state, and federal laws, procedures, and activities of the department.
Review and update department fee schedules, following Town Board approvals.
Serve as a member of the department’s supervisory staff; as an Essential Services employee, could be asked to report to the department in an emergency.
Coordinate and supervise special programs or projects as assigned and assist with the coordination of major events such as preplanned special events or other events that may affect public safety.
Communicate and coordinate with other town departments/divisions and State agencies regarding citizen safety and assistance needed by officers in the case of accidents, natural disasters, or other emergencies.
Available on-call to provide support to the Records Unit, and the Department, as it pertains to public safety alerts, supporting records needs, and the administration of public safety software including the RMS and CCIC/NCIC.
Command the overall activities of the unit(s) assigned; participate in the development of long-range programs designed to enhance operations and make recommendations to Command Staff.
Compliance with Required Records Management
Serve as the Custodian of Records for the Police Department; performs all the duties, responsibilities, and requirements of that role, including serving as the liaison for the District Attorney’s office and Courts Supervise and participate in the preparation of reports for various cases, including cases going to trial; prepare supplemental reports as required; appear in court to present evidence and testimony as required.
Performs the essential duties and responsibilities of a Colorado Crime Information Center (CCIC) and National Crime Information Center (NCIC) Coordinator. Ensure user training and training materials for compliance with CCIC rules. Oversee the entry and maintenance of offender registration records, local wanted records, missing person records, and property information in local, state, and federal databases through entry, cancellation, modification, clearing, verification, and confirmation.
Act as agency administrator for Records Management System (RMS) software to oversee the purchase of additional licenses, functional issues, and updates.
Manage requests for statistical research compiled from RMS and other databases. This includes the assembly of records for requests under the Colorado Open Records Act (CORA) and Colorado Criminal Justice Records Act (CCJRA) and departmental policies and procedures.
Oversee the accurate tracking, creation, and maintenance of records and Department statistics. Respond to other requests for statistics or crime trends as needed.
Responsible for ensuring compliance with the reporting requirements of the National Incident-Based Reporting System (NIBRS) to the Colorado Bureau of Investigation (CBI) and Federal Bureau of Investigation (FBI), and Contact Reporting to the Department of Justice (DOJ).
Generate statistical reports for the Chief of Police and Town Board, as well as statistical data for use by the department, citizens, and other criminal justice agencies when requested.
Oversee and participate in the typing, recording, and filing of a wide variety of confidential public safety records, reports, and materials including memos, letters, complaints, fingerprint cards, arrest information, warrants, citations, and crime and traffic reports.
Ensure compliance with records release laws by unit personnel and department compliance with court orders to seal/expunge records.
Provide oversight, quality control, technological guidelines, and problem-solving intervention as necessary to ensure the accuracy of public safety records and information.
Develop, implement, and maintain written policies and procedures for efficient record-keeping and unit operation. Maintain compliance with applicable department policies and procedures.
Manage the retention and destruction of public safety records in accordance with the approved Retention Schedule and under the guidance of the Colorado State Archives.
OTHER DUTIES
Depending on organizational need, additional duties may include the following:
The Record Manager position participates in the Shared Fleet Vehicle Program, which requires an annual motor vehicle record check.
Continues educational and certification requirements in order to remain current with all methods and procedures.
Performs job duties of the positions supervised as necessary.
Notarize documents according to state law and keep accurate records of notary acts.
May participate in town employee committees, projects, or assignments as required.
Performs work safely; reports safety concerns to management; supports safe work practices.
KNOWLEDGE, SKILLS & ABILITIES
Knowledge of: Supervisory principles, procedures, and methods including selection, scheduling, training, discipline, and evaluation.
Police Department and Town rules, regulations, policies, procedures, and standard operating procedures.
Policies, procedures, and precedents pertaining to the retention and release of records to district attorneys or other agencies, and to the public.
Organization, procedures, and operating details of Records, administrative work, and coordination of volunteer work.
Records management principles and procedures including record keeping and filing principles and practices, records retention and storage, and disaster planning.
English usage, spelling, grammar, and punctuation.
Applications such as word processing, spreadsheets, and databases.
Methods and techniques of proper phone etiquette and customer service.
Ability to: Compile and maintain complex and extensive records: prepare reports, memorandums, statistical reports, and other documentation as required.
Maintain sensitive and confidential information.
Manage and organize multiple priorities to meet changing unit and department needs.
Meet frequent and inflexible deadlines.
Exercise initiative and make sound, independent judgments.
Work under high stress, and exercise sound judgment in demanding situations.
Lead and supervise with an emphasis on internal team building.
Manage and resolve conflict by utilizing problems solving skills.
Correctly interpret and apply general administrative and departmental policies and procedures.
Apply applicable federal, state, and local laws, codes, and regulations.
Respond tactfully, clearly, concisely, and appropriately to inquiries from other town staff, the public, and outside agencies.
Communicate clearly and concisely, both orally and in writing.
Understand and carry out oral and written directions.
Type or enter data at a speed necessary for successful job performance.
Learn and apply new information, and skills, and effectively utilize various software applications.
Perform routine mathematical calculations including the ability to accurately count, record, and balance assigned transactions.
Establish and maintain effective working relationships with those contacted in the course of work.
Must be able to comprehend and apply policies, procedures, criminal laws, and ordinances and interpret those policies and procedures relative to job scope. Must be able to follow supervisor's oral and written instructions and complete assignments in a satisfactory manner.
Must be able to speak and write the English language clearly and concisely to communicate with callers/visitors, police personnel, and other co-workers and to give clear testimony in court.
MATERIALS and EQUIPMENT USED
Materials and equipment used include, but may not be limited to the following: Equipment: Position requires use of various equipment including, computers, recorders, phones, printers, scanners, software/database applications, NCIC/CCIC terminal, security system, radios, and general office equipment and supplies.
WORKING ENVIRONMENT & PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
The physical activities of this position include, but are not limited to, the following: stooping, kneeling, crouching, reaching, standing, walking, lifting, fingering, grasping, feeling, talking, hearing and repetitive motions.
The physical requirements of this position are considered Light Work , exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection).
The employee is not substantially exposed to adverse environmental conditions (as in typical office or administrative work); however, the employee is required to function around prisoners or mental patients.
EDUCATION, EXPERIENCE AND FORMAL TRAINING High school diploma or equivalent required.
At least sixty (60) college or university semester units of coursework from an accredited college or university. Bachelor’s Degree in criminal justice, business, public administration, or related field preferred.
Minimum of five (5) years of progressively responsible experience in a police records management environment. Previous leadership and/or supervisory experience or training preferred.
Knowledge of Colorado Revised Statutes and Records Retention rules as recommended by the State Archives, and various records and public safety software.
Proven knowledge of the Colorado Open Records Act (CORA) or similar statutes.
Must be able to pass a comprehensive background check and drug screen.
Experience with customer service, project coordination, and problem-solving.
Equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills, and abilities to perform the essential functions of the job.
LICENSES OR CERTIFICATES
Must have a valid Colorado Driver’s License or the ability to obtain one upon hire, that meets the Town of Windsor’s standards.
Must have and maintain NCIC/CCIC certification, or ability to obtain within six (6) months.
Must possess or obtain Master Records Certification through Colorado Certified Records Network (CCRN) within twelve (12) months of employment.
Notary Public, or willing to obtain within six (6) months of employment.
CPR/1st Aid certification within three (3) months of employment.
Note: This position description is not intended to be an exclusive list of all of the requirements, duties, tasks, roles, or responsibilities associated with the position. Nothing in this position description restricts the town’s ability to assign, reassign or eliminate duties and responsibilities of this job at any time.
The Town of Windsor will make all reasonable accommodations to ensure that people with disabilities have an equal opportunity in employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The town is dedicated to the principles of equal employment opportunity. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.
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Job Tags
Holiday work, Local area, Shift work, Weekend work, Afternoon shift, Monday to Friday,