Records Administrator

Job Description

This position is responsible for supervising the Records and Reception staff. Responsible for training, maintaining, managing, disseminating and the administration of all departmental records in the records management and mobile field reporting systems while maintaining compliance for this law enforcement agency with all federal and state authorities.

Examples of Duties

• Responsible for supervision of all Records and Reception staff. Trains, assigns, directs, schedules, supervises, and evaluates assigned personnel. Responsible for maintaining morale among assigned personnel and initiating appropriate disciplinary action when and where warranted. Responsible for career development and counseling of employees to help them achieve their career goals.
• Responsible for the daily administration, management, updating and troubleshooting of the records management system (RMS) and the mobile field reporting (MFR) used by all sworn and non-sworn employees.
• Responsible for maintaining the national incident-based reporting system (NIBRS) compliance for the department. Responsible for correcting monthly audits of data reported to the State of North Dakota and the FBI.
• Directs personnel in the collection, processing, storage, and dissemination of information.
• Responsible for daily routing, reviewing for accuracy and quality control of all reports generated by sworn personnel.
• Responsible for record retention compliance with state and federal laws.
• Responsible for redaction of all material requested by private parties, law enforcement and other government and non-government organizations.
• Trains all new sworn and non-sworn employees in the use of records management system and the mobile field reporting system. Responsible for all refresher training to sworn and non-sworn employees.
• Responsible for the completion of all background’s checks associated with door-to-door sales permits and liquor licenses.
• Assist both local and federal probation/parole inquiries locating reasons why their clients were contacted by law enforcement and locate the associated reports.
• Enforces department policies and procedures; assists in the development and updating of policies and procedures.
• Maintains, reports, and communicates on all department/section records, including payroll data, employee leave balances, etc.; compiles information and keeps record of employee performance and training.
• Verifies accounts receivable and payable; organizes requisitions and purchase orders; audits employee training records; assists in preparing annual reports and budgets; maintains statistics on pending matters; prepares statistical reports of a recurring nature.
• Prepares interview questions and reports and participates in the hiring of staff; conducts orientation for probationary employees both sworn and civilian staff.
• Performs related duties.

Minimum Qualifications

• Knowledge and level of competency commonly associated with an AA/AS degree in a course of study related to the occupational field. Comparable work experience may be considered.
• Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with three years’ experience or service.

Supplemental Information

• Knowledge of records management principles.
• Knowledge of customer service principles and practices.
• Knowledge of offender registration requirements.
• Knowledge of crime reporting principles.
• Knowledge of personnel management principles.
• Knowledge of computers and job-related software programs.
• Skill in planning, organizing, analyzing, decision making, and problem solving.
• Skill in the analysis of data and the preparation of reports.
• Skill in interpersonal relations.
• Skill in oral and written communication.