Under direction of a Public Safety Technology Manager, the Records Management System Coordinator / Database Manager maintains, manages, updates, and trouble shoots the Records Management System (RMS) and systems and databases associated with software that supports the police administration, operations, and the Real Time Information Center. Creates reports from systems and databases. Implements, updates, and administers the RMS used by the police department. Assists in identification and development of new programs, new program add-ons, systems procedures, maintenance, or equipment to improve performance of the RMS. Keeps abreast of all aspects of records management programs, including proposed changes or amendments to the standards, assessing the impact of changes on current policies and procedures of the agency. Provides RMS training for agency employees.

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• System administrator for records management system.
• Supports the information and needs of the Real Time Information Center as well as police investigations and operations.
• Manages and maintains police information services software.
• Creates reports for the agency from systems, software, and databases.
• Recommends implementation of technological advances and industry trends in records and information management. 
• Diagnoses and records management systems problems through consultation with the appropriate City contacts and outside vendors.
• Work with command staff to streamline and improve processes related to data collection and data retrieval in the records management system.
• Contributes to the agency’s data strategy and governance policies and procedures.
• Develop rapport with outside law enforcement and information technology agencies.
• Attend regional meetings of law enforcement and information technology. 
• Attend training and study current literature on records management systems and police technology issues and make appropriate recommendations for improvements.

• Performs related duties as required or assigned.

Knowledge of:

• Police Department objectives, procedures, services, and operating policies.
• Applicable federal, state, and local policies, laws, and regulations. 
• Security and privacy requirements of police information including but not limited to Criminal Justice Information Services (CJIS), Personal Identifiable Information (PII) and Health Insurance Portability and Accountability Act (HIPAA).
• Advanced methods and techniques of data collection, research, and report preparation.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. 
• Thorough knowledge of records management systems.
• Use of Structured Query Language (SQL) programming language
• National Incident Based Reporting System (NIBRS)
• Analytic and intelligence platforms such as Power BI.
• Principles of business letter writing and report preparation.
• Functions of the Police Department and other City departments.
• Methods and techniques of telephone etiquette.
• Methods and techniques of conflict resolution.
• Customer service principles and Public Relations techniques. 

Ability to:

• Prepare reports and charts.
• Input and retrieve data from computer systems including but not limited to the RMS, and any other system or program connected, or associated to the RMS.
• Use tools and equipment to diagnose, and/or fix technical problems with the RMS.
• Work both independently as well as in a team and solve problems involving many variables. 
• Speak publicly about the records management system and associated programs. 
• Analyze facts and exercise sound judgment in arriving at conclusions and recommendations.
• Make sound decisions based upon experience and being attentive to details.
• Read and understand a wide range of technical literature. 
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Interpret and apply federal, state, and local policies, laws, and regulations.
• Communicate clearly and concisely, both orally and in writing.

• Perform several tasks simultaneously.
• Analyze situations quickly and objectively. 
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Establish and maintain effective working relationships with the public and all City employees.
• Work under pressure, exercise good judgement, and make sound decisions in emergency situations.
• Remain flexible in an environment with changing priorities, deadlines, and schedules.
• Maintain composure, alertness and concentration while working for extended periods of time.
• Maintain confidentiality.
• Write and edit documents with close attention to detail, proper spelling, grammar, and use of language to ensure the accuracy of work product.
• Handle multiple projects under tight deadlines.
• Communicate effectively, both verbally and in writing.
• Compile, arrange, and present information in a clear and concise manner.

Combination of education and experience sufficient to successfully perform the essential functions of the job qualifies.

• High school diploma or GED equivalency with college level course work or vocational training in a public safety systems or technology field.
• Must be a United States citizen.
• One (1) year of experience in law enforcement, military, security, emergency preparedness, or public safety in a patrol, investigatory, dispatch, technical or similar support capacity sufficient for basic familiarity with law enforcement functions and operations, is preferred.
• Experience working with police records management systems is highly desirable.
• Experience with data governance and classification is highly desirable.
• Possession of a valid Georgia driver’s license.
• Requires NCIC/GCIC certification within 6 months of employment.

Physical: Work is performed in a public safety office setting with extensive public contact; incumbents may be called back or held over to meet the needs of the agency. Primary functions require sufficient physical ability and mobility to work in an emergency services office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction; vision suf?cient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

Sensory: Ability to tolerate sudden/alarming/unexpected sounds, such as alarms, of?ce equipment operation, drawers/doors closing, and other unpredicted of?ce environment sounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description does not constitute an employment agreement between the City of Alpharetta and employee and is subject to modifications as the needs and requirements of the position change.

The City of Alpharetta is an Equal Employment Opportunity (EEO) employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability, or any other protected classification as defined by applicable law (except as limited by Employee Manual & Benefits Handbook or bona fide occupational qualifications).

In compliance with the Drug-Free Workplace Act of 1988, the City of Alpharetta is committed to providing a safe, quality-oriented, and productive work environment consistent with the standards of the community in which it serves. Alcohol and drug abuse poses a threat to the health and safety of City’s employees and to the security of the City’s equipment and facilities. For these reasons, the City is committed to the elimination of drug and alcohol use and abuse in the workplace.

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Alpharetta will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.