Senior Police Compliance & Records Administrator

SUMMARY/PURPOSE To support the Police Department and community through a broad and detailed understanding of Criminal Justice Information System (CJIS) compliance, support services, and records management operations. This position provides services in support of the deployment and end-user functionality for multiple law enforcement applications in conjunction with IT, develops workflow, and advises on best practices pertaining to technologies available to the Police Department and partner agencies. DISTINGUISHING FEATURES OF THE CLASS The work of the Senior Police Compliance & Records Administrator differs from the Police Records Technician I & II classifications in the degree of complexity of assignments, experience, depth of knowledge and ability to work with a high degree of independence. Employees at this level are fully aware of the operating procedures and policies of the work and assist in the development, improvement, and implementation of systems, plans, policies, and procedures to continuously improve processes. This position conducts comprehensive and complex projects requiring greater technical and analytical skill and considerable independent judgment. This position will provide direction and training to assigned staff in support of the Police Department's mission, priorities, and directives. SUPERVISION RECEIVED The supervisor makes assignments by defining objectives, priorities, and deadlines and assists incumbents with unusual situations which do not have clear precedents. Incumbents plan and carry out the successive steps and handle problems and deviations in the work assignment in accordance with instructions, policies, previous training, or accepted practices in the occupation. SUPERVISION GIVEN Does not have direct supervisory responsibility but does have significant oversight of employees or projects that require delegation and direction over the work of others. Essential Duties & Responsibilities (other duties may be assigned)

• Serve as the Terminal Agency Coordinator (TAC) for all authorized Criminal Justice employees in the City of Duluth; ensure proper access and use of Criminal Justice Information (CJI) Systems, and Computerized Criminal History (CCH) Records System; monitor City and departmental worksites to ensure CJIS compliance with established methods, guidelines, standards, and procedures; report misuse and security incidents to the Bureau of Criminal Apprehension (BCA) and Federal Bureau of Investigation (FBI).
• Responsible for FBI and BCA Administrative audits ensuring compliance with applicable statutes, regulations, and policies; oversee the completion of monthly National Crime Information Center (NCIC) validations, and the entry, maintenance, and modification of data into NCIC for wanted and missing persons, stolen vehicles, firearms, and property; conduct quarterly audits of users for law enforcement software.
• Serve as the Senior Records Administrator and subject matter expert responsible for overseeing the maintenance, retrieval, protection, retention, and destruction of all police records; assist with police records preparation, processing, and file management activities in accordance with CJIS security requirements and department policies.
• Submit data in accordance with the FBI Uniform Crime Reporting (UCR) program; complete monthly Data Quality Control Report to the BCA, detect discrepancies under quality control function and ensure required information is provided and submit Supplemental Reports to the BCA for Homicides/Firearm Discharge, Pursuits, and No-Knock Search Warrants.
• Provide day-to-day direction in determining priorities of assigned staff; plan and review the work of assigned staff; oversee the processing of orders to expunge criminal convictions/arrest data from public view.
• Create and conduct targeted in-person trainings and/or data presentations for areas of work including core knowledge, work methods, procedures, and technique.
• Serve as Records Admin strator for the Police Management Software and other law enforcement databases; maintain access, legal compliance, respond to audits, and identify, prioritize, and communicate concerns and recommendations regarding aspects that affect productivity and efficiency of the department.
• Respond to daily end-user software concerns and inquiries. Responsible for the day-to-day onsite troubleshooting, configuration, and testing of new systems and programs for the department.
• Solicit and coordinate demonstrations and trials of new software to support department, and make recommendations to the department providing data for improvements.
• Provide partner agency support for law enforcement applications and interfaces including the development of training materials, resource documents in multiple formats, and support for system configuration, settings, and reporting.
• Be an effective team member by exhibiting self-motivation, supporting other employees in handling tasks, interacting effectively and respectfully with others, showing a desire to contribute to the team effort, accepting assignments willingly, and completing tasks within agreed upon timelines.
• Coordinate with various City departments, other government agencies, and community groups to develop methods of sharing resources, minimizing duplication, and simplifying procedures.
• Provide training on new or modified procedures and policies to all affected parties.
• Coordinate and perform CJIS compliance and records management functions and programs for the City.
• In collaboration with the supervisor, organize and direct the work activities of assigned team, and determine work priorities, assignments, and work schedules.
• Provide input on decisions regarding the hiring processes and onboarding procedures of personnel.
• Establish and maintain positive working relationship with the supervisor and employees by maintaining two-way communication, producing consistent results, advocating for the team when appropriate, and offering expertise to improve processes, systems, and the organization.
• Other duties may be assigned.