Police Records Assistant Manager presso City of Gresham, OR

About the Department

The City is seeking a dynamic and experienced individual to join our Police Department as a Police Records Assistant Manager. In this pivotal role, the selected candidate will ensure the integrity, accuracy, and efficiency of our records operations.  The Police Records division consists of 14 Police Records Specialists and 3 Senior Records Specialists.  Records personnel work 3 different shifts to provide 24 hour service to stakeholders in support of the Gresham Police Department.  This position will report to the Police Records Manager and assist in oversight of staff.

As Oregon's fourth-largest city, Gresham is a welcoming community of hard-working people where tradition and heritage meet innovation and opportunity. Gresham is a dynamic and rapidly growing city where families and businesses have a mutual desire and drive to thrive. City of Gresham employees care deeply about the community they serve and go 'one step beyond' to deliver services in collaborative, inventive, practical, and nimble ways. Our work is challenging, fast-paced and rewarding.

We believe that to deliver the highest level of service to all Gresham community members, it is crucial we employ a diverse workforce, foster an inclusive working environment, and ensure our policies and systems result in equitable outcomes. The City seeks candidates who will support these values by continuously incorporating equity in their daily work and actively contributing to a workplace culture that respects unique viewpoints, life experiences and cultural perspectives. Come build the future with us.

Position Duties

The Police Records Assistant Manager will be responsible for planning, organizing, and supervising the Police Records team. This role will coordinate the department’s record management systems, oversee compliance with policies and legal requirements, and play a key role in shaping procedures, workflows, and staff performance. This is a new position that directly supports the Police Records Manager and has critical responsibilities in maintaining accurate criminal justice data.

• Supervise records staff
  • Plan and supervise the work of assigned staff
  • Coordinate with others as needed to confirm applicable policies
  • Assist with developing necessary procedures for ongoing training
  • Recommend and establish training processes and procedures
  • Provide day-to-day supervision of records
  • Develop and revise work processes
  • Manage performance and work with staff to correct deficiencies
  • Monitor work performed to meet agreed upon goals and objectives
• Records Processing Oversight and Review
  • Regularly run audits on consistency of the records management system
  • Analyze and interpret interrelated processes within all systems utilized by the records division
  • Review pertinent and changing laws, statutes, regulations, ordinances, policies, and procedures to ensure compliance with best practices and trends
  • Monitor usage of all investigatory computer systems utilized by records
• Juvenile Expungements and Adult Set Asides
  • Process juvenile expungements and adult set asides in a timely manner
  • Stay current on changing house bills in relation to expungement requirements
  • Process backlog of pardoned convictions under ORS 144.653
• System setup, testing and maintenance
  • Participate in any records-related system projects or upgrades
  • Testing to ensure existing functionality continues to perform as expected and that any new functionality produces accurate results
  • Create new tracking codes as needed for crime analysis
  • Create problem tickets with IT and outside vendors when issues arise and work through resolution
• Assist Records Manager
  • Learn and assist current Records Manager with state reporting, on-boarding, employee setup, and other duties as assigned
  • Provide recommendations to manager relating to records division functionality
  • Collaborate with manager for decision making
  • Communicate with other departments and outside agencies
  • Recommend office equipment and supply purchasing needs
  • Approve purchases and per diem within budget when Manager is out of office

We are seeking a proactive leader with a strong background in records management and team supervision. The ideal candidate will have a firm grasp of law enforcement procedures, demonstrate critical thinking, and bring innovation to systems and processes. 

• Proven ability to interpret and apply laws, regulations, policies, and procedures relevant to police records.

• Knowledge of law enforcement recordkeeping systems and technology.

• Ability to evaluate and improve operational effectiveness and ensure compliance with best practices.

• Strong communication skills to collaborate with internal departments and external agencies.

• Experience with auditing, process improvement, and performance management.

• Ability to handle sensitive and confidential information with integrity.

Minimum Qualifications

For additional knowledge, skills and abilities required for successful job performance, please review the Supervisor classification. 

MINIMUM QUALIFICATIONS:

• Bachelor's degree
• One (1) to four (4) years of experience planning, organizing, and supervising staff in a records or administrative environment.

Other Qualifications

To apply for this position, click 'Apply' at the top of this job posting.

Required application materials:

• Complete online application (Do not type 'see resume' in any fields or leave work experience fields blank in the application template.)
• Answers to supplemental questions

 The City of Gresham offers a comprehensive and equitable base salary within the listed range based on your experience, skills, and education verified in your application. We encourage you to clearly describe how you meet the minimum and preferred qualifications and essential attributes in your application materials. Learn more about Oregon Equal Pay.

If you desire a modification of this process to accommodate a disability, please provide your request in writing to [email protected], or by phone to 503-618-2729, upon submitting the required application documents.

A review of application materials including your response to supplemental questions submitted will determine which candidates will be invited to an interview.

Communication with candidates will be done primarily through e-mail. Sometimes these messages may land in a spam or junk mail folder. We encourage you to monitor your inbox as well as the inbox within the governmentjobs.com portal for important updates related to this process.

Veteran's Preference

The City of Gresham provides qualifying veterans and disabled veterans with preference in employment in accordance with state law. Any candidate wishing to have their qualifying veteran's preference applied to the process must submit a qualifying document (DD Form 214 or 215) at the time of application providing proof of eligibility that includes discharge status. Disabled veterans must also submit a copy of their Veteran's disability preference letter from the US Department of Veteran Affairs at the time of application, unless the information is included in the DD Form 214 or 215.

Our Commitment

The City of Gresham is committed to providing equal employment opportunity to all qualified employees and applicants without unlawful regard to race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, national origin, age, mental or physical disability, genetic information, veteran status, marital status, familial status, or any other status protected by applicable federal, Oregon, or local law.

Please direct questions about this position to 503-618-2729 or [email protected].

If you need assistance with the online application, please contact NEOGOV directly at 1-855-524-5627.

Any offer of employment is contingent upon successful completion of a comprehensive criminal background investigation and CJIS clearance.