Reports to: Deputy Chief,   Police Administration        

Hourly:  $43.00 - $51.59

NATURE OF WORK

As a member of the senior management team, this position serves the public with management and supervisory work in directing the civilian employees in the Information Management unit. Management is inclusive of the following specialized Unit/Personnel, Records, Report Review, Crime Analysis, Information Technology Specialist and the Police Records Systems Technician of the Police Department.

DISTINGUISHING FEATURES

Work involves directing and managing the work, activity and assignments of the Police Records Bureau, Report Review Unit, Crime Analysis Unit, Information Technology Specialist and the Records Systems Technician, ensuring work quality and adherence to established policies and procedures, and performs the more technical and complex tasks relative to assigned area of responsibility.

ESSENTIAL FUNCTIONS (These essential duties are only illustrative.)

Plans, prioritizes, assigns, supervises, reviews, and coordinates the day-to-day activities of the Police Department’s Records Bureau including managing the maintenance, retrieval, dissemination, protection, retention, destruction of all police records and it also requires management of LEADS data, timely entry of items such as warrants, runaways, stolen property along with timely cancellations.

Plans, prioritizes, assigns, supervises, reviews, and coordinates the day-to-day activities of the Police Department’s Report Review Unit including 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, sets schedules and provides adequate staffing for 24/7 operations.  Also, on call 24/7 to ensure staffing needs are met in the case of someone calling in, including the possible need of having to personally cover open shifts when necessary.

Plans, prioritizes, assigns, supervises, reviews, and coordinates the day-to-day activities of the Police Department’s Systems Technician, providing support to ensure that the Record’s Management System is functional and operating on the latest version. Works directly with the Chief of Police and Senior Management to identify statistical needs and special reports, works with other Agencies to provide them with limited access online to the Record’s Management System, as well as identifying their needs for special daily, weekly or monthly reports and ensures that Monthly NIBRS and UCR statistics are completed and uploaded.

Plans, prioritizes, assigns, supervises, reviews, and coordinates the day-to-day activities of the Police Department’s Crime Analysis Unit. Assigns and prioritizes all special statistical report request submitted by the Chief and Senior Management Staff. Provides direction on CompStat and RockStat data analysis needs as well as weekly and monthly reports.

Plans, prioritizes, assigns, supervises, reviews, and coordinates the day-to-day activities of the Police Department’s Information Technology Specialist. Oversees planning, development and implementation of major projects. 

Performs research and development on applications and methods; oversees implementation of new and better technology. Meet the needs of the department as identified in the Strategic Plan. Budgets and plans for the continuation of upgrading hardware and software to ensure that it is current and under maintenance as well as the Network and its resources.

Interprets and applies state laws regulating the control, release, and disposal of criminal records; establish guidelines for the security, release, and destruction of records. 

Participates in the preparation and administration of the assigned program budget; submits budget recommendations.  

Conducts research and makes recommendations for products and vendors that enhance our technology or reporting systems. Team with and work with other Senior Managers on special projects or assignments. 

Makes recommendations for changes and improvements to existing standards, policies, and procedures; participates in the implementation of approved policies and procedures; monitors work activities to ensure compliance with established policies and procedures.

Participates in the selection of assigned staff; provides and/or coordinates staff training; works with employees to correct deficiencies; implements discipline decisions.

Prepares and conducts staff training in utilization of LEADS, as well as trains and tests Police Officers for LEADS Certification.

LEADS Agency Coordinator for all Police Department personnel, responsible for management of the LEADS system including management of all user accounts, passwords, audits, entries, cancellations, policy adherence of rules and regulations and monthly Validations.

Learning Management System (LMS) Administrator for the Police Department. Responsible for creating and managing user accounts, resetting passwords, assigning online Certification Classes, identifying individuals whose certifications are about to expire or have expired and coordinating with the Departments Training Supervisor.

Corresponds in person, in writing, or by phone when a request for records is received; responds to subpoena duces tecums for department records; consults with City Attorney, District Attorney’s Office, Public Access Councilor with the Attorney General’s Office and Department of Justice as needed; researches Public Records Act law relating to criminal records and case law to determine authority to release or deny request for records. 

Freedom of Information Liaison Officer (FILO) Responsible for Approving or Denying and the completion of all FOIA requests received by the department. Must have the knowledge and understanding of the FOIA Statute and its exceptions, the Personnel Review Act, the Juvenile Court Act and the ability to research other information as needed in order to provide the proper decision. Also coordinates the with the Public Access Councilor with the Attorney General’s office when asked to justify why a denial was made if a person appeals the decision 

Performs special assignments, tasks, and projects as assigned; prepares and presents staff reports and other correspondence as appropriate and necessary.

Maintains reasonable and predictable attendance.

SUPERVISION RECEIVED

Works under the supervision of the Deputy Chief – Police Administration, who reviews work for the effectiveness of services provided, user satisfaction, and results achieved.

SUPERVISION EXERCISED

Exercises supervision over the civilian employees in the Police Information Management unit. Engaged in managing the various functions and requirements of the five (5) distinct and unique areas of respective responsibilities within the unit. Supervisory responsibilities include project management including identifying project need, planning and implementation, assigning and evaluating work, scheduling and staffing levels within each unit, resolving personnel problems, setting performance goals and standards, making hiring and disciplinary decisions, and performing other supervisory functions.

WORKING CONDITIONS & PHYSICAL DEMANDS

Work activities are primarily sedentary in nature, sitting at a desk operating a personal computer for long periods of time, although movement about the work area is by walking or by other means.

SUCCESS FACTORS (KSAs)

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

Knowledge of administrative/management methods, principles, practices and procedures and their application to managing a Police Information Management unit.

Knowledge of the laws, ordinances, regulations, policies and procedures governing the administration and management of public information, police reporting and record management.

Knowledge of the principles and practices of research and report preparation.

Knowledge of supervisory principles and practices.

Skill in administering and managing a comprehensive and complex reporting systems and data analysis

Ability to present police and crime data effectively, both orally and in writing, and to prepare technical and administrative reports.

Ability to assign, supervise, and evaluate the work of subordinate personnel.

Ability to communicate effectively, both orally and in writing.

Knowledge of principles and practices of police records retention and disposition.

Knowledge of applicable laws governing the retention and dissemination of police records and reports, including pertinent federal, state and local laws, codes, and regulations.

Knowledge of principles and practices of Uniform Crime Reporting and NIBRS.

Knowledge of Freedom of Information Act.

Knowledge of the Juvenile Court Act.

Knowledge of Personnel Records Act.

Knowledge of ILCS.

Knowledge of office procedures, methods, and equipment including computers and applicable software applications.

Knowledge of basic principles of municipal budget preparation and administration.

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

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

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

EDUCATION, TRAINING & EXPERIENCE

Possession of a Bachelor’s Degree in police sciences, business administration, public administration, or related field.  Three to five years of supervisory experience in administrative or records-management is required; prior experience in a law enforcement agency is a plus.  Any satisfactory combination of experience and training which ensures the ability to perform the work may be substituted for the required experience.

NECESSARY SPECIAL REQUIREMENTS

LEADS Full Access Certification.

Possession and maintenance of a valid IL driver’s license.

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.