Reports to: Police Info. Management Administrator                                                                Class Code: 2007

Pay grade: 109        FLSA: Exempt  

Hourly Wage: $39.99 - $47.99

NATURE OF WORK

Serving the public with administrative support work, and/or office managerial work, supervising a unit of civilian employees in the Department.  Provides advanced professional and technical administration of the Police Records Management System and the operations of the Records Department.

DISTINGUISHING FEATURES

Work involves the administration of the Police Records Management System including research, recommendation of best practices for information and record management technologies, and implementation of technology solutions. This position acts as the Project Coordinator in Department technology upgrades; system maintenance; and application, support, and technology training. 

ESSENTIAL FUNCTIONS (These essential duties are only illustrative.)

Responsible for providing the Department with best practices in technology that allow for effective and efficient business solutions in the management of data, Department records and information, and in the daily operations of Department personnel. 

Participates in the timely review and documentation of current processes and procedures in order to identify areas for improvement and develop technology strategies to support District Police Model.

Recommends vendors. Coordinates work with vendors, contractors, consultants and other agencies. Advises and coordinates with IT staff and other City Department staff and agencies on matters relating to Department needs.

Acts as Assistant Manager of Records Division, responsible for the direct supervision of Department civilian employees.

Assists in the development of goals and objectives as well as policies and procedures for the Department’s records management program. Makes recommendations for changes and improvements in business processes, policies, and procedures. Leads in the implementation of new technology. Monitors work activities to ensure compliance with established policies and procedures.

Evaluates and recommends training materials and resources relating to new technology.

Works with analysts and Command Staff in the compilation, analysis, and interpretation of data affecting Department operations, planning and development. Prepares comprehensive reports based upon careful research and study.

Assists in management of the retention, retrieval, dissemination, privacy, and destruction of Department Records.

Assists in the development of statistical reports and data analysis in response to FOIA requests. Responsible for assessing and approving Department FOIA responses.

Acts as the LEADS Agency Security Officer and Assistant LEADS Agency Coordinator, responsible for management of accounts, audits, and adherence to rules and regulations.  

Supervises, reviews, and coordinates the day-to-day activities of the Department’s Report Review Unit. To include, managing the approval and return of Police Incident Reports in the Record’s Management System, LEAD’s entries and cancellations, Monthly Validations, Sex Offender entries, etc.

Sets schedules and provides adequate staffing for 24/7 operations.  Shares on-call 24/7 to ensure staffing needs are met, including the possible need of having to personally cover open shifts when necessary.

Maintains reasonable and predictable attendance.

Other duties as assigned. 

SUPERVISION RECEIVED

Work is performed under the general direction of the Department’s Information Management Administrator, and other administrative superiors. Work is reviewed occasionally for the effectiveness of services provided, user satisfaction, and results achieved.  All work is conducted in close coordination with the Police and I.T. Departments.

SUPERVISION EXERCISED

Employee is required to supervise Department civilian employees of the Report Review and Records Units. Supervisory responsibilities include assigning work, evaluating performance, resolving personnel issues, setting performance goals and standards, making recommendations concerning new hires, and disciplinary matters. 

WORKING CONDITIONS AND PHYSICAL DEMANDS

Work is performed primarily in an office setting and is essentially sedentary with occasional walking, standing, and bending. Computer work may require manual dexterity. Installation or presentation work may require occasional lifting of items under 50 pounds.  The position may require travel within and outside the City. To include, attending trainings, workshops, product demonstrations, etc. 

Work may expose the employee to a number of time-sensitive technical issues that require immediate resolution. Overtime and flexible hours may be required due to emergencies and system maintenance.  Is required to carry a Department cell phone in order to support 24-hour / 7-day operations. Is required to operate a city owned vehicle for assignments and duties.

SUCCESS FACTORS (KSA’s)

Considerable knowledge of operations, services, and activities of law enforcement management program.

Thorough knowledge of the principles and practices of systems analysis and design, multi-platform computer languages, computer and network operating systems, installation, configuration, programming, maintenance, and support.

Thorough knowledge of application software including Crystal Reports, Microsoft SSRS, and other various versions of common office software, such as Microsoft products.  

Knowledge of Police Records Report Process.

Knowledge of City and department functions, policies and procedures.

Knowledge of the principles and practices of modern employee supervision, as required by the position.

Knowledge of the uses, capabilities and requirements of computer systems, the technology of computer equipment design and construction and multi-platform computer operating environment software uses.

Knowledge of application software including various versions of common third-party office software.

Knowledge of recent developments in the field of information technology.

Knowledge of laws and ordinances affecting information technology, cable, and other telecommunications systems. 

Ability to interpret and apply general and specific administrative and departmental policies and procedures, and labor contracts.

Ability to supervise, organize, train, review, and evaluate work of assigned staff.

Ability to communicate effectively, both orally and in writing and to translate technical terminology in terms understandable to non-technical employees.

Ability to work effectively in a team environment, where communication and teamwork are critical to the success of the Department and City.

Ability to maintain a customer-central focus.

Ability to understand and maintain confidentiality.

Ability to use modern office methods, techniques, and equipment.

Ability to analyze, evaluate, troubleshoot and resolve complex system hardware, software or networking related problems.

Ability to plan and conduct hardware, software, and network testing and evaluate programs.

Ability to plan and coordinate the deployment of new technology and resolve technical problems.

Skill in the operation of office equipment and machines, including a personal computer or computer terminal.

Skill in testing programs or applications and taking the users’ perspective.

Ability to learn specialized software including NIBRS-UCR, and LEADS.

Skills in presenting to large and small groups of people.

EDUCATION, TRAINING AND EXPERIENCE

Possession of a Bachelor’s Degree in Computer Science, information systems or in a related field of computer technology is preferred, and minimal five years of experience in systems analysis, networks, applications design, development, maintenance, and support; supervisory experience is required; prior experience in a law enforcement agency is a plus.  Any satisfactory equivalent combination of experience and training, which ensures the ability to perform the work, may be substituted for the required experience.

NECESSARY SPECIAL REQUIREMENTS

Possession of a valid IL Driver’s License.

Must be able to pass an extensive background investigation.

Residency Requirement: 

All employees (except Police and Fire) shall reside anywhere in Winnebago County or anywhere within fifteen (15) miles of the Rockford City Hall within six (6) months of completion of their introductory period, department heads and City Administrator shall live within the municipal boundaries of the City of Rockford within six (6) months of their completion of their introductory period.