Police Records Manager (Internal Opportunity) en City of Santa Cruz, CA
City of Santa Cruz, CA · Santa Cruz, Estados Unidos De América · Onsite
- Professional
- Oficina en Santa Cruz
About the Department
The current vacancy is for Police Records Manager in the Police Department. This recruitment is open to current regular City employees and temporary employees who have accrued a minimum of 600 paid hours worked for the City of Santa Cruz and who have worked for the City within the previous twelve months. As an Internal recruitment, the list established from this recruitment is valid only for the current vacancy listed above.
Under direction of the Deputy Chief of Administration, plans, coordinates and manages the operation of the Police Department's Records Section (including police records and statistics, and computer system administration); assists in the formulation and implementation of departmental budget and policies and procedures related to these functions; liaison for the department's computer systems with vendors and other criminal justice agencies; serves as agency California Law Enforcement Telecommunications System (CLETS) coordinator, also maintaining CLETS compliance and audit readiness; prepares state mandate statistics and crime reporting (examples include Uniform Crime Reporting); serves as custodian of records for subpoena purposes and custodian of evidence; responsible for the maintenance and timely purge of department records in accordance with City records retention policies and State law; performs other duties as assigned.
Recruitment#26-014
APPLICATION AND SELECTION PROCESS:
The following process may be changed as deemed necessary by the Human Resources Director. The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.
- On Thursday, 09/11/25 recruitment will close. All application materials must be received by the Human Resources Department by 5:00 pm; postmarks are not accepted. To apply, submit:
- Application- online application preferred; paper application accepted. Resumes are not accepted in lieu of filling out application form completely.
- Response to supplemental questions- will be a primary tool in the evaluation of your qualifications for this position. Any work experience described here must also be included in your employment history on the main application.
- Week of 09/15/25: Applications will be competitively screened based on the minimum qualifications for this position. Candidates will be notified of their status in the recruitment by 09/15/2025. Candidates meeting the minimum qualifications will be asked to submit a Non-Sworn Personal History Statement. **See below for information on the required NS-PHS, background investigation, and polygraph** The NS-PHS Statement must be returned with seven business days of the date of request. You may start this form early (suggested) but please do not submit the form to HR until requested.
- Internal candidates who are current regular SCPD employees who have already undergone and passed the background investigation will not be required to submit the PHS and go through the background check again.
- Week of 09/29 or 10/06/25: Oral exam interviews will be tentatively scheduled for top candidates. The oral exam will consist of a panel interview. Invited candidates will be notified of the date and time of their interview at least one week prior to the interview.
- Chief's Interview: The Chief's interview will be conducted for finalists of the oral exam interview. Invited candidates will be notified of the date and time of their interview at least one week prior to the interview. If not already completed, finalists will undergo a thorough background investigation including polygraph examination before the Chief's interview. ** See below**
For Police Department Positions**
An intensive background investigation will be conducted on final candidates in accordance with the Peace Officer Standards and Training Commission Peace Officer Background Investigations Guidelines. Candidates will also be required to successfully pass a polygraph examination administered by a licensed polygrapher. Qualified candidates will be requested via email to submit a Non-Sworn Personal History Statement form (PHS). To view this PHS form and the questions asked, go tohttps://www.cityofsantacruz.com/home/showpublisheddocument/92576/638403973090670000.
IMPORTANT: Please wait until requested to submit a Personal History Statement. You are encouraged to review the form and reasons for disqualification, and you may start ahead of time, but DO NOT submit with your application. You must wait until requested to submit your form as only qualified candidates will be requested to submit this form.
Position Duties
(May include, but are not limited, to those duties listed below).
WORKING CONDITIONS
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
- Supervises assigned employees in the operation of the Police Records; directs, coordinates and evaluates work performance.
- Schedules Police Records staff; coordinates and approves training needs of staff.
- Maintains effective work procedures in the section; analyzes, designs and implements changes and revisions as necessary, coordinates with other sections within and outside the Police Department.
- Interprets, applies and ensures departmental compliance with all current laws, regulations and procedures governing the security and processing of police records; trains sworn and non-sworn personnel on changes in laws and new systems and resources available in records management; creates new or updates existing procedures and forms to comply with laws and regulations.
- Coordinates police department response for records requested pursuant to the California Public Records Act; responds to subpoenas for record information and/or reports; acts as liaison with the City Attorney for information requests and subpoenas; testifies in court as required on subpoenaed information.
- Conducts research, compiles data and information and prepares reports on records and service related issues as assigned by Chief or Deputy Chief; assists Deputy Chief with coordination of services on departmental projects.
- Prepares Section's annual budget and monitors expenditures throughout the year; secures services for maintenance of department equipment; approves purchases of all section supplies and equipment and department office supplies and equipment; assists with the preparation of the departmental budget as assigned.
- Coordinates the receipt, recording, and dismissal of warrants; liaison to the Sheriff's warrant systems.
- Responsible for working with the Information Technology Department (IT) to develop the department's computer needs.
- Coordinates with IT for computerized records and dispatch computer systems with other criminal justice agencies at the local, state and federal level.
- Implements and coordinates training on department computer systems and software updates (examples: Odyssey court records, CopLogic online reporting and Records Management System).
- Represents the department on issues relating to computerized records systems with the Department of Justice, County court system and other criminal justice agencies.
- Performs other related duties that may be reasonably expected as part of this classification.
WORKING CONDITIONS
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
Minimum Qualifications
The minimum qualifications for Education, Experience, Knowledge, Skills and Abilities are the following:
Education And Experience:
- High school diploma or tested equivalent; and
- Five (5) years of increasingly responsible experience in records supervision with some management responsibility; and
- Proof of completion of a POST certified Records Management Course, or completion of the course within one (1) year of appointment.
- High school diploma or tested equivalent; and
- Successful completion of two (2) years of college-level course work in Business or Public Administration, Administration of Justice, or a related field; and
- Three (3) years of increasingly responsible experience in records supervision with some management responsibility; and
- Proof of completion of a POST certified Records Management Course, or completion of the course within one (1) year of appointment.
Knowledge:
- Experience in the management of police records, property and evidence, or another area of law enforcement.
- Current laws, regulations and procedures governing the security and processing of police records.
- California Public Records Act.
- CLETS systems and compliance with regulations.
- Proper grammar, spelling, punctuation and business correspondence format.
- Effective application of computerized data processing systems to records maintenance.
- Automated records management and information systems.
- Basic budgeting principles.
- Standard practices, procedures and equipment used in records management systems.
Abilities:
- Effectively direct, organize, and evaluate the work of others.
- Communicate clearly and concisely, both orally and in writing.
- Prepare administrative reports and correspondence.
- Establish and maintain effective working relations with City staff and the general public.
- Learn, interpret and apply technical legal regulations and administrative policies and procedures.
- Analyze situations appropriately and adopt effective courses of action.
- Process detailed paperwork in accordance with specific procedures and policies.
- Use a variety of computer programs for information management.
- Effectively and appropriately respond to problems and complaints from a wide variety of individuals contacted in the course of work.
- Work under pressure to meet deadlines.
- Maintain confidentiality of sensitive information.
- Pass a comprehensive background investigation to determine suitability for work with restricted law enforcement information.
LICENSES/CERTIFICATES
- Possession at time of hire and continued maintenance of a valid California Class C driver’s license.
DESIRABLE QUALIFICATIONS
- Proof of completion of a POST certified Records Management Course.
- Experience in computer system administration.
- Knowledge of procedures and equipment used in inventory management.
- Knowledge of purchasing practices, including formal bid processes.
Other Qualifications
Career Ladder
- Police Records Manager
- Police Records Supervisor
- Senior Police Records Technician
- Police Records Technician
