Senior Police Compliance & Records Administrator

SUMMARY/PURPOSE

To support the Police Department and community through a broad and detailed understanding of Criminal Justice Information System (CJIS) compliance support services and records management operations. This position provides services in support of the deployment and end-user functionality for multiple law enforcement applications in conjunction with IT develops workflow and advises on best practices pertaining to technologies available to the Police Department and partner agencies.

DISTINGUISHING FEATURES OF THE CLASS

The work of the Senior Police Compliance & Records Administrator differs from the Police Records Technician I & II classifications in the degree of complexity of assignments experience depth of knowledge and ability to work with a high degree of independence. Employees at this level are fully aware of the operating procedures and policies of the work and assist in the development improvement and implementation of systems plans policies and procedures to continuously improve processes. This position conducts comprehensive and complex projects requiring greater technical and analytical skill and considerable independent judgment. This position will provide direction and training to assigned staff in support of the Police Departments mission priorities and directives.

SUPERVISION RECEIVED

The supervisor makes assignments by defining objectives priorities and deadlines and assists incumbents with unusual situations which do not have clear precedents. Incumbents plan and carry out the successive steps and handle problems and deviations in the work assignment in accordance with instructions policies previous training or accepted practices in the occupation.

SUPERVISION GIVEN

Does not have direct supervisory responsibility but does have significant oversight of employees or projects that require delegation and direction over the work of others.

1. Serve as the Terminal Agency Coordinator (TAC) for all authorized Criminal Justice employees in the City of Duluth; ensure proper access and use of Criminal Justice Information (CJI) Systems and Computerized Criminal History (CCH) Records System; monitor City and departmental worksites to ensure CJIS compliance with established methods guidelines standards and procedures; report misuse and security incidents to the Bureau of Criminal Apprehension (BCA) and Federal Bureau of Investigation (FBI).

2. Responsible for FBI and BCA Administrative audits ensuring compliance with applicable statutes regulations and policies; oversee the completion of monthly National Crime Information Center (NCIC) validations and the entry maintenance and modification of data into NCIC for wanted and missing persons stolen vehicles firearms and property; conduct quarterly audits of users for law enforcement software.

3. Serve as the Senior Records Administrator and subject matter expert responsible for overseeing the maintenance retrieval protection retention and destruction of all police records; assist with police records preparation processing and file management activities in accordance with CJIS security requirements and department policies.

4. Submit data in accordance with the FBI Uniform Crime Reporting (UCR) program; complete monthly Data Quality Control Report to the BCA detect discrepancies under quality control function and ensure required information is provided and submit Supplemental Reports to the BCA for Homicides/Firearm Discharge Pursuits and No-Knock Search Warrants.

5. Provide day-to-day direction in determining priorities of assigned staff; plan and review the work of assigned staff; oversee the processing of orders to expunge criminal convictions/arrest data from public view.

6. Create and conduct targeted in-person trainings and/or data presentations for areas of work including core knowledge work methods procedures and technique.

7. Serve as Records Administrator for the Police Management Software and other law enforcement databases; maintain access legal compliance respond to audits and identify prioritize and communicate concerns and recommendations regarding aspects that affect productivity and efficiency of the department.

8. Respond to daily end-user software concerns and inquiries. Responsible for the day-to-day onsite troubleshooting configuration and testing of new systems and programs for the department.

9. Solicit and coordinate demonstrations and trials of new software to support department and make recommendations to the department providing data for improvements.

10. Provide partner agency support for law enforcement applications and interfaces including the development of training materials resource documents in multiple formats and support for system configuration settings and reporting.

11. Be an effective team member by exhibiting self-motivation supporting other employees in handling tasks interacting effectively and respectfully with others showing a desire to contribute to the team effort accepting assignments willingly and completing tasks within agreed upon timelines.

12. Coordinate with various City departments other government agencies and community groups to develop methods of sharing resources minimizing duplication and simplifying procedures.

13. Provide training on new or modified procedures and policies to all affected parties.

14. Coordinate and perform CJIS compliance and records management functions and programs for the City.

15. In collaboration with the supervisor organize and direct the work activities of assigned team and determine work priorities assignments and work schedules.

16. Provide input on decisions regarding the hiring processes and onboarding procedures of personnel.

17. Establish and maintain positive working relationship with the supervisor and employees by maintaining two-way communication producing consistent results advocating for the team when appropriate and offering expertise to improve processes systems and the organization.

18. Other duties may be assigned.

A. Bachelors degree in criminal justice statistics and analysis mathematics behavioral sciences computer science business or a closely-related professional field and one (1) year of full-time related experience; OR a minimum of five (5) years of related education and/or full-time verifiable professional experience in a law enforcement agency or law enforcement technology setting with increasing responsibility in law enforcement records.

B. Training and/or certification in FBI/BCA administrative/technical audits records management theory strategy and implementation (e.g. Terminal Agency Coordinator or Local Agency Security Officer); professional experience in fundamentals of leadership; and software training in Excel PowerPoint ESRI/ArcGIS mapping software communication data analysis database configuration etc. are preferred.

C. Prior experience in law enforcement dispatch or courts is preferred.

License Requirements

A. Must obtain Criminal Justice Information Services (CJIS) Certification upon hire and maintain annual certification thereafter.

Education/Experience Review (100% of scoring process; 70 pass point): Applicants meeting the minimum qualifications will be rated based on the type (relatedness) and extent of their education and experience as documented on their application and/or supplemental questionnaire. Applicants who pass this exam will have their names placed on an eligible list for this classification.

Non-Discrimination
The City of Duluth is an equal opportunity and veteran-friendly employer. All qualified applicants will receive consideration for employment without regard to race color creed religion national origin sex marital status familial status age sexual orientation status with regard to public assistance disability genetic information veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

Alternative Exam Process(does not apply to Charter Appointment provisional temporary or part-time non-union selections)
For individuals who qualify under the Americans with Disabilities Act (ADA) alternative examination processes are available on an individual basis upon prior arrangement. Contact Human Resources at as soon as possible prior to the scheduled date of the exam. TDD services are available through .

Work Eligibility
In accordance with the Immigration Reform and Control Act of 1986 the City of Duluth requires verification of identity and work eligibility at the point of hire.

Right to Appeal (does not apply to Charter Appointment provisional temporary or part-time non-union selections)
Any applicant who has been found qualified to participate in a selection process for a position in the classified service who has reason to contest the validity or fairness of any step in the selection process may appeal to the Civil Service Board within 10 calendar days of the examination. (If the examination is an Education/Experience Review the applicant must appeal within 10 calendar days of the closing date for accepting applications.) The notice of appeal shall be in writing shall contain a complete statement of the matter in controversy and the relief requested and shall be signed and dated by the appellant. The notice shall be addressed to the Civil Service Board and be delivered to the Human Resources Office. If an applicant wishes to file an appeal electronically the notice should be sent by email to .

VETERANS PREFERENCE
Does not apply to Charter Appointment provisional seasonal temporary or part-time non-union selections

OPEN SELECTIONS
If claiming veterans preference please attach to your application (via file upload)a copy of all documents required for the option that applies to you:

Veteran
1.) Member Copy 4 DD214 or DD215 indicating an honorable discharge.

Disabled Veteran
1.) Member Copy 4 DD214 or DD215 indicating an honorable discharge;
2.) FL-802 FL 21-802 or letter of disability or equivalent from USDVA Boards written decision of a compensation rating of 10% or greater dated within 12 months.

Spouse of Disabled Veteran
1.) Copy of Marriage Certificate;
2.) Member Copy 4 DD214 or DD215 indicating an honorable discharge;
3.) FL-802 FL 21-802 or letter of disability or equivalent from USDVA Boards written decision of a compensation rating of 10% or greater dated within 12 months. (Eligible only if the veteran is unable to qualify for the specific position being applied for as a result of the service-connected disability.)

Spouse of Deceased Veteran
1.) Copy of Marriage Certificate;
2.) Death Certificate or other proof of death;
3.) Member Copy 4 DD214 or DD215 indicating an honorable discharge. If Disabled Veteran also include
4.) FL-802 FL 21-802 or letter of disability or equivalent from USDVA Boards written decision of a compensation rating of 10% or greater dated within 12 months. (Eligible only if applicant has not remarried and the veteran died during active duty or as a result of an injury received from active duty.)

Preference points will be added to Veteran Spouse of Disabled or Deceased Veteran or Disabled Veterans score only if the applicant successfully completes all phases of the exam process and Human Resources has received all supporting documentation.

PROMOTIONAL OR INTERNAL SELECTIONS
If claiming veterans preference please attach to your application (via file upload) a copy of the documents listed below:

Disabled Veteran
1.) Member Copy 4 DD214 or DD215 indicating an honorable discharge;
2.) FL-802 FL 21-802 or letter of disability or equivalent from USDVA Boards written decision of a compensation rating of 50% or greater dated within 12 months.

Preference points will be awarded to Disabled Veterans score one time on first promotional or internal only selection process after securing City employment and only if the applicant successfully completes all phases of the exam process and Human Resources has received all supporting documentation.

Please refer toMinnesota Statute 197.455for additional information about Veterans Preference.