Police Records Manager

Full Salary Ranges: $76,700 – $103,600 Yearly Anticipated Hiring Ranges: $76,700 – $90,150 Yearly ***Open Until Filled – First Review of Applications: 06/25/2025*** Why do I see two salary ranges? The City of Greeley in compliance with Colorado state law, includes a salary range for all positions posted. This law is intended to improve wage transparency. The City of Greeley, in support of wage transparency posts both the full salary range for each position (what you might anticipate your earnings could be if you work for the City of Greeley for some time), as well as the anticipated hiring range (the range within which the City anticipates making an offer). The actual offer extended will be based on your years of relevant experience, education, certifications and potentially other factors. City of Greeley’s Total Rewards The City of Greeley is proud to offer a robust benefits package in addition to your wages. This package includes health and wellness, retirement savings, discounted access to Greeley facilities and more. Benefits: This position is benefits eligible. Please view our benefits guide here. Job Summary: This position exists to oversee and manage all functions of the Records Section of the Greeley Police Department, to include, but not limited to, section personnel, and all facets of the creation, maintenance, retention, and destruction of criminal justice records in whatever form (paper, digital, electronic, microfilm/microfiche, etc.). This position is the point of contact for the Colorado Crime Information Center/National Crime Information Center, the Colorado Bureau of Investigation, and all Weld County criminal justice agencies providing crime information, statistics, reports, and other documentation to all stakeholders. Experience, Knowledge, Skills Minimum Requirements Bachelor’s degree in criminal justice, public administration, or related field. 3-5 years’ experience in criminal justice records management including the compilation, storage, retrieval, maintenance, retention, and release to include federal and state statutes Knowledge of applicable laws and regulations (e.g., criminal procedures, public records laws). Experience with criminal justice records management systems (e.g., Central Square, Spillman, CAD/RMS, or similar CJIS-compliant platforms) 3-5 years’ experience in a supervisory role. Must possess a valid driver license. Ability to pass a thorough background check. Preferred Certified Records Manager (CRM) or Certified Records Analyst (CRA) from Institute of Certified Records Management (ICRM). Law Enforcement Information Technology Standards Council (LEITSC) or other law enforcement-specific records certifications. CJIS certification or compliance training. Working knowledge of the Colorado Open Records Act (CORA) and public records request processing. Knowledge, Skills, and Abilities Experience with computerized records management systems and national crime reporting systems. Ability to manage competing priorities with inflexible deadlines. Ability to delegate tasks to other staff, and monitor progress, accuracy, and quality in the performance of those tasks. Strong customer service skills with the ability to communicate effectively. Ability to supervise, develop, and support assigned staff; assign and schedule work and training of staff, develop goals, prepare evaluations and handle any personnel issues With the “what” defined by policies, principles, and departmental objectives, have the decision-making ability to determine the “how” to accomplish the work while following professional standards, available resources, and program objectives established by a higher management level Colorado driver license with a safe driving record and the ability to drive to various buildings throughout the City; some driving throughout the state, mostly the Denver area. Decision-making ability to make commitments which are significant to the organization, involve multiple disciplines, and have long-term internal and external effects. Decision-making ability to develop and implement policy, determine resources and participate in setting organizational goals Essential Functions Colorado Open Records Act – Records Release – After collecting information and reports (in whatever form and for various law enforcement or criminal justice purposes) in accordance with accepted policies, procedures, and statutes, the Records Manager is tasked with, and responsible for, releasing the information in accordance with the statutory mandates of the above-mentioned act. Criminal Justice Information Systems/Colorado Crime Information Center/National Crime Information Center – Colorado Bureau of Investigation Computer System Management – The Records Manager is the point of contact for the above listed entities and as such is responsible for insuring compliance with the mandates of these entities with regard to access to these state and national criminal justice computers systems. The Records Manager is the CCIC Coordinator for these systems for all offices of the City of Greeley with access to this system. Statistical Compilations for Various Stakeholders – The Records Manager compiles and supplies statistical information regarding the criminal justice function the Greeley Police Department to the Federal Bureau of Investigation for national reporting purposes, but also provides various statistical reports to the City of Greeley stakeholders (City Council, Police Officials, citizens, etc.). Overall Management of Hiring/Training/Scheduling/Performance of approximately 30 employees. The Records Manager is ultimately responsible for current staff. This includes interviewing, hiring, supervising, managing performance, coaching, and scheduling, in addition to task assignment, quality assurance of completed tasks, and day to day operations of the Records Unit. Records Management with Consideration of Retention Schedules/Sealed Records – It is the responsibility of the Records Manager to maintain all collected and documented information in accordance with retention schedules adopted by the City of Greeley and the Greeley Police Department, and in accordance with federal and state statutes. It is also the responsibility of the Records Manager to ensure that all court orders received in the section, for whatever purpose and specifically with regard to sealing or expungement of records, are compiled within allotted time frames. Communication: Coordinate completion of reports in a timely and accurate manner for prosecution or other court proceedings. Coordinate a variety of customer service needs for example, supplying necessary data, process CORA requests, communicate daily goals and progress to staff. Data collection, system maintenance, ensuring all necessary equipment and software are functioning appropriately, consult with IT departments concerning technology that may maximize efficiency while remaining compliant with security requirement. Data maintenance, system security requirements. Communicate goals, progress, events, statistic, personnel issues, etc. Policy, alarm and licensing inquiries ensure all tools necessary for the records section to complete the job functions are available. Problem solving and decision making: Work is defined by policies, principles, and departmental objectives. Policies, even though clearly defined, are less limiting than procedures. Principles are the underlying disciplines such as engineering, law, or accounting. There is choice in determining the process to accomplish the work. Limits are set by professional standards, available resources, and program objectives established by a higher management level. The general pattern, program, or system exists but must be individualized. The “what” is distinctly stated; the “how” is primarily determined by the incumbent’s own judgment. Supervisory Responsibilities Organize and delegate assignments to team members. Hiring, training, motivating and coaching employees. Evaluate employee performance and goal setting. Hold employees accountable for assigned task and goals. Provide timely and constructive feedback and training opportunities. Provide training opportunities with a focus on employee development. Resolve conflicts and complaints. Analyzing information and processes and develop more effective or efficient processes. Establishing and achieving business and financial objectives. Ensure compliance with safety procedures. Work Environment and Physical Requirements: Work is primarily performed in an office environment. Extended periods of time at a fixed work station. Frequent and inflexible deadlines. Work is performed in an open-office environment with noise levels excessive at times. Employee is subject to working alone and/or with groups and/or attends meetings. Employee may be required to conduct business in alternate locations within City buildings or field sites – sometimes in formal settings. Employee may have frequent contact with the public–in person, via email/telephone, sometimes adverse or confrontational situations with internal/external customers. Employee is not substantially exposed to adverse environmental conditions–as in typical office or administrative work; work performed is sedentary. Employee is subject to inside environment with protection from weather conditions but not necessarily from temperature changes. Safe to having minimal hazards that are typically found in general office environment where there is rarely little or no exposure to injury or accident. Hearing must be sufficient to retrieve and transcribe police reports and to communicate with coworkers and customers. Communication skills enough to convey information verbally, in writing, and on telephone. The essential functions of this job require occasional carrying/lifting light objects (10lbs), crouching, feeling, fingering, reaching, standing, and walking; frequent hearing and repetitive motion; continuously sitting and talking; a significant portion of the day is sedentary as many software systems are required to perform tasks but there is light walking, some lifting of copy paper, and some filing along with moving of boxes of case files. Mobility enough to stand, sit and move within a confined work area. Vision enough to interpret computer screens and documents to assist the public and complete work assignments; specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Manual dexterity sufficient to accurately input, retrieve and verify work assignments. EOE Statement: The City of Greeley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. ADA Statement: We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting. Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: HR@Greeleygov.com . Conditions of Employment: Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE.