Police Records and Property Manager

The City of Oxnard's Police Department is seeking a Police Records and Property Manager with strong technical and customer service skills to be part of the team.
The ideal candidate will have a solid knowledge base in the operational activities and functions of a records unit and strong supervisory skills.
What You'll Do: Supervises, evaluates and participates in the work of staff responsible for centralized records management, property and evidence management, switchboard and receptionist activities within the Police Department Ensures work quality and accuracy in the processing, maintenance and release of records in accordance with applicable laws, regulations and policies; Plans, coordinates, prioritizes, monitors and participates in the work of staff responsible for the centralized records unit, word processing unit, property and evidence unit, switchboard and receptionist areas which operate 24 hours per day, 7 days per week.
Assigns work to assigned staff; monitors work activities to ensure safe work practices, work quality and accuracy; ensures compliance to applicable laws, rules, policies and procedures.
Participates in the development and implementation of goals and objectives for appropriate service areas; ensures that established goals are achieved.
Participates in the development of and recommends new policies and standard operating procedures; recommends programs, projects and work assignments to higher level department/division personnel.
Develops schedules and methods for performing assigned duties; maintains appropriate work records and documents; prepares statistical and/or analytical reports on operations as necessary.
Participates in the selection and training of support personnel; assumes responsibility for motivating and evaluating assigned personnel; provides necessary training; initiates discipline procedures as is appropriate.
Develops and maintains knowledge and expertise in local, state and federal laws related to public and police records and files.
Assists police management in assessing needs and in the planning, developing and implementing systems and procedures for effective records control; conducts special studies regarding changes in technology that impact on records management.
Responds to Subpoenas Duces Tecum and testifies to the authenticity of criminal offender records and police files, as presented in court.
Serves as the Police Department's Custodian of Records, as well as the department's State (DOJ) Area Terminal Coordinator and representative.
Directs the workflow entering and leaving the Police Records Unit, Word Processing Unit, Property and Evidence Unit, and reception area, setting priorities for completion of assignments in a timely manner.
Interprets and applies rules and regulations on use and confidentiality of police records and files, in accordance with existing laws and department policies; approves the release or inspection of police reports and files; ensures compliance with federal and state audits.
Responds to Public Records Requests pursuant to the California Public Records Act (CPRA) and maintains department files to ensure compliance with all applicable CPRA requirements.
Maintains training manuals and updates resource materials; ensures appropriate training is provided to support personnel to maintain compliance with state and local laws.
Researches, compiles and analyzes data for special projects; maintains data and prepares a variety of reports for submission to state and federal authorities.
Maintains effective working relationships with local, state and federal law enforcement and other agencies on criminal justice matters.
Submits recommendations to the budget for assigned responsibilities; monitors budget expenditures.
DISTINGUISHING CHARACTERISTICS: This classification is distinguished from the Police Records Supervisor in that it serves as a second-level supervisor of paraprofessional staff and provides supervision to multiple units including conducting performance evaluations, coordinating training, and implementing hiring, discipline and termination procedures and oversees assigned unit operations and services.
SUPERVISION RECEIVED/SUPERVISION EXERCISED: Supervises paraprofessional and support staff including conducting performance evaluations, coordinating training, and implementing hiring, discipline and termination procedures.
Receives general supervision and is expected to prioritize work to meet deadlines and to keep the supervisor informed of any unusual or irregular issues that would impact achievement of a deadline, organizational policy or procedure or in consideration of risk management.
This position reports to an Assistant Police Chief overseeing the Administrative Services Bureau within the Police Department.
WORK SCHEDULE: The normal work week is Monday through Thursday, 8:00 am-6:00 pm, and alternating Fridays, 8:00 am - 5:00 pm.
This position may be required to be available to work additional hours as needed to respond to workload needs.
This position is considered exempt and is not eligible for overtime pay.
Essential Functions ESSENTIAL DUTIES: This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.
Supervises staff including conducting performance evaluations, coordinating training, and implementing hiring, discipline and termination procedures.
Plans, oversees and administers work activities and operations of assigned function; develops, implements and evaluates progress in the achievement of or adherence with goals, objectives, policies and procedures.
Responds to inquiries and information requests from internal and external customers; provides information and documents in support of assigned unit; troubleshoots issues and resolves problems.
Researches and compiles information, analyzes data, identifies trends and presents findings; prepares/updates reports, correspondence, presentations and/or related materials.
Evaluates operational processes and procedures; researches best practices; collaborates with internal and external resources; provides recommendations and implements process improvements and program enhancements.
Serves as a liaison with the California Department of Justice.
Oversees multiple audits.
Negotiates contracts with vendors.
Serves as the primary contact for official public records requests for public safety documents and information.
Performs other duties of a similar nature and level as assigned.
Minimum Qualifications The following are the minimum qualifications necessary for entry into the classification: EDUCATION: Bachelor’s Degree in business or public administration, criminal justice, police science, law enforcement or related field EXPERIENCE: Five years of directly related experience.
LICENSING/CERTIFICATIONS: Valid Class C California Drivers License Possession of, or ability to obtain and maintain, an appropriate, valid CLETS certification issued by the Department of Justice is required within one year of employment.
Possession of the POST Professional Records Supervisor certificate is highly desirable upon application.
OTHER REQUIREMENTS: Must be able to speak and understand English to effectively communicate with fellow employees, customers, and vendors *Successful completion of a police background investigation will be required, including a polygraph examination.
* General Information APPLICATION PROCESS: Submit NEOGOV/Government Jobs on-line application.
Complete and submit responses to the supplemental questions, if required.
Upload resume, cover letter, proof of degree (transcript), or other requested documents.
Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume.
Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted.
Cover letters and/or optional resumes are not accepted in lieu of a completed application.
The list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments.
There is currently one (1) full-time vacancy within the Police Department.
Selected candidate(s) are required to undergo an extensive background investigation and polygraph examination.
UNION MEMBERSHIP: Positions in this classification are represented by the Oxnard Mid-Managers Association (OMMA).
NOTE: For most positions, the City of Oxnard relies on office automation (Microsoft Office/Google) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions.
Employees are required to participate in the City's direct deposit plan and are paid on a bi-weekly basis.
This position requires a 12 month probationary period.
Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them.
EQUAL OPPORTUNITY: The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants.
We do not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, medical condition, disability or sexual orientation.
REASONABLE ACCOMMODATION: The City of Oxnard makes reasonable accommodation for the disabled.
If you believe you require special arrangements to participate in the testing process, you must inform the Human Resources Department in writing no later than the filing date.
Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required.
LEGAL REQUIREMENT: On the first day of employment, new employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended.
The City participates in E-Verify and will provide the federal government with you.
Form I-9 information to confirm that you are authorized to work in the U.
S.
If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.
Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.
For more information on E-Verify, please contact DHS.
888-897-7781 dhs.
gov/e-verify If you have any questions regarding this recruitment, please contact Jackie Ramos at jackie.
ramos@oxnard.
org NOTE: The provisions of this bulletin do not constitute an expressed or implied contract.
Any provision contained in this bulletin may be modified or revoked without notice.
Retirement Contributions: New members (as defined by PEPRA), 2% @ 62; "Classic" members 2% @ 55.
The employee will be required to pay a portion of their annual earnings toward their retirement.
The City of Oxnard does not participate in social security.
Vacation/Annual Accrual Rates:Leave accrual rates vary between 6.
24 – 11.
78 hours per pay period based on years of service.
Administrative Leave: Management employees are not compensated for overtime worked.
However, the department director may authorize up to 40 hours of administrative leave in one year.
Deferred Compensation:The City contributes 1% to a deferred compensation program.
Bilingual Pay: A regular full time employee may receive bilingual pay at the rate of $50.
00-$100.
00 bi-weekly depending on the Level the employee is required to provide bilingual services as determined by the City Manager or designee.
Health and Dental:Employees can choose from a variety of medical plans provided by the City.
The City's contribution to medical coverage is outlined below:Level One – For employees hired before January 1, 2023, the City contributes $1,543.
00 per month toward medical insurance premiums and an additional $74.
21 per month toward dental insurance premiums.
Employees will receive cash back if the medical plan they choose is less than the City’s monthly contribution of $1,543.
00 per month.
Employees who waive medical insurance will receive cash back in the amount $1,243.
00 per month provided they provide proof of other qualifying coverage.
Any unused dental premium monies are paid to the employee.
If employees hired prior to January 1, 2023 make any changes to their health plan, they will be placed in level two.
Level Two - For employees hired on or after January 1, 2023, the City will contribute $1,863.
00 towards medical insurance premiums with no cash back.
Employees who waive medical insurance will receive $500.
00 per month cash back provided they show proof of other qualifying coverage.
The City will continue to provide $74.
21 per month towards dental insurance.
Holidays:The City observes 12 holidays per yearLife Insurance:City employees receive Basic Life Coverage ($5,000) + AD&D ($10,000) + 1 times annual salary 100% paid by the City.
Employees also have the option to purchase additional insurance.
Tuition Reimbursement:Full-time employees are eligible for 75% reimbursement for work related coursework up to a maximum of $5000 per fiscal year.