City of Ventura

Police Records Manager (#M50)

Unit: Management (M)
$38.58-$51.70 Hourly / $6,687.82-$8,961.82 Monthly / $80,253.89-$107,541.82 Yearly


Under general direction, supervises, assigns, reviews and participates in the work of staff responsible for the management and operations of the Police Department’s Records Unit including arrests, booking and criminal history records; ensures work quality and adherence to established policies and procedures; serves as system administrator for the Department’s records management system (RMS); and performs the more technical and complex tasks relative to assigned area of responsibility.

This position is designated as "at will" serving at the pleasure of the department Director and subject to discharge without cause and the right of appeal.


Duties may include, but are not limited to, the following:

Plan, prioritize, assign, supervise, review and participate in the work of staff responsible for the daily operations and activities of law enforcement records management.

Serve as system administrator for a variety of records management and intelligence databases and systems; configure and install system components; assign police employee privileges; recommend system enhancements; coordinate and resolve software problems with vendors.

Establish schedules and methods for providing records management services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly.

Coordinate, manage, and oversee the data entry of reports and information into various databases and systems; ensure accuracy and integrity of data entered; design and develop a variety of system reports.

Generate and prepare local, state, and federally mandated Uniform Crime Reports on a weekly, monthly, quarterly, or annual basis as required; comply with all monthly federal submission requirements in a timely manner; prepare year-end statistical reports.

Participate in the development of policies and procedures; monitor work activities to ensure compliance with established policies and procedures; make recommendations for changes and improvements to existing standards and procedures.

Recommend and assist in the implementation of goals and objectives; implement approved policies and procedures.

Perform the more technical and complex tasks of the work unit including ensuring compliance with applicable rules and regulations related to law enforcement records management.

Generate and prepare local, state, and federally mandated Uniform Crime Reports on a weekly, monthly, quarterly, or annual basis; comply with all monthly federal submission requirements in a timely manner; prepare statistical reports as needed.

Provide training to department staff regarding the use of California Law Enforcement Telecommunications System (CLETS) and other computer functions.

Serve as departmental custodian of records; prepare declarations; respond to subpoenas for department records; appear in court on behalf of the department as required.

Serve as the department’s Agency Terminal Coordinator; coordinate audits of CLETS entries and audits performed by NCIC.

Retrieve and disseminate records information to department staff, outside law enforcement agencies and the public in accordance with applicable laws and regulations.

Monitor legal and procedural developments related to law enforcement records.

Direct and coordinate criminal record sealing and purging of documents pursuant to court orders.

Participate in the selection of records staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.

Participate in the preparation and administration of the records management program budget; submit budget recommendations; monitor expenditures.

Prepare analytical and statistical reports on operations and activities.

Maintain Records Unit supplies.

Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of records management.

Perform related duties as required.


Knowledge of:

  • Operations, services and activities of a law enforcement records management program
  • Operations and procedures of police records management and crime statistics database systems
  • Principles and practices of data storage, retrieval and processing
  • Methods and techniques of record keeping
  • Principles and practices of program development and implementation
  • Principles, practices, methodologies, and techniques of crime analysis as it relates to statistics and law enforcement
  • Principles of supervision, training and performance evaluation
  • Modern and complex principles and practices of the criminal justice system
  • Court procedures/requirements concerning criminal case filings
  • Pertinent federal, state and local laws, codes and regulations

Ability to:

  • Supervise, organize and review the work of lower level staff
  • Select, supervise, train and evaluate staff
  • Organize and administer a law enforcement records management system
  • Audit and validate crime data
  • Apply applicable codes and regulations to records management
  • Accurately utilize assigned law enforcement software applications and computer programs.
  • Manage multiple database systems
  • Operate office equipment including computers
  • Interpret and explain City policies and procedures
  • Interpret and apply current legislation to law enforcement records management
  • Prepare clear and concise reports
  • Communicate clearly and concisely, both orally and in writing
  • Establish and maintain effective working relationships with those contacted in the course of work


License:  Possession of a valid California Class C driver’s license is required.

Certificates:  Possession of, or ability to obtain and maintain, an appropriate, valid CLETS certification issued by the Department of Justice is required within one year of employment.

Possession of the POST Professional Records Supervisor certificate is highly desirable upon application and required within one year of employment.


Environment:  works in indoor office conditions.  Physical Abilities:  hearing and speaking to exchange information in person and on the telephone; uses hands and fingers in extensive use of personal computer; close vision and the ability to adjust focus sufficient to read computer screens and printed documents; hear in the normal audible range, with or without correction; mental capability to read and interpret data, perform detailed work on multiple concurrent asks; and sits or stands for prolonged periods of time.  Hazards: exposed to computer screens.


A combination of education, training and experience equivalent to the completion of the twelfth grade supplemented by two years of college level course work in law enforcement, public administration or a related field and five years of increasingly responsible police records experience, including three years of administrative or lead supervisory records responsibility. Possession of the POST Professional Records Supervisor certificate may be substituted for the college level coursework.

CLASS: M50; EST: 6/2/2018; REV: ;