The Police Administrative Manager, reporting to the Chief of Police, oversees the Police Department's administrative functions as the highest nonsworn position. The role manages the Records Division, departmentwide training, personnel and HR coordination, budgeting and financial processes, and grant research and preparation. This position serves on the leadership team and ensures compliance with all applicable laws, policies, and accreditation standards.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the Chief of Police. Essential functions may include, but are notlimited to, the following: Direct, supervise, and evaluate the operations of the Police Records Division. Ensure the accuracy, security, retention, and dissemination of police records in accordance with state and federal laws. Develop and implement policies and procedures related to records management and public records requests. Ensure compliance with Criminal Justice Information Services (CJIS) requirements and other applicable regulations. Oversee records management systems and coordinate technology improvements. Coordinate department-wide training programs and professional development opportunities. Schedule and track employee certifications, licenses, and continuing education requirements. Work with supervisors, training providers, and regulatory agencies to identify training needs and opportunities. Prepare reports related to training compliance and department readiness. Coordinate with Human Resources for items involving recruitment, hiring, onboarding, promotions, transfers, and separations. Serve as a liaison between the Police Department and Human Resources. Monitor the department's annual operating and capital budgets. Track expenditures,revenues,prepare basic financial reports, completes A/Pand budget projections. Coordinate purchasing, procurement, and contract administration, Monitor grants, asset forfeiture funds, compliance requirements, reporting deadlines, and performance measures,and other special funding sources. Ensure compliance with municipal financial policies and auditing requirements. Assist with research, identify, and pursue grant funding opportunities. Assist in preparing and submitting grant applications and supporting documentation. Coordinate grant-funded projects and ensure proper fiscal accountability. Assist in preparing grant status reports for department leadership and funding agencies. Develop and implement administrative policies, procedures, and best practices. Prepare reports, presentations, statistical analyses, and other management documents. Analyze operational and administrative data to support strategic planning and decision-making. Ordering and maintaining office supplies. Serve as a member of the department's management team and participate in organizational planning.

Ability to:

Plan, organize, and supervise complex administrative operations. Analyze problems and develop effective solutions. Interpret and apply laws, regulations, policies, and procedures. Prepare clear and concise reports, correspondence, and grant applications. Manage multiple projects and deadlines simultaneously. Maintain confidentiality and exercise sound judgment. Establish and maintain effective working relationships with employees, government agencies, and community stakeholders. Communicate effectively both orally and in writing.

Knowledge of:

Principles and practices of public administration and police administration. Records management laws, regulations, and best practices. Budget preparation, financial management, and governmental accounting principles. Human resources administration and employment regulations. Grant research, writing, administration, and compliance. Training program development and regulatory compliance requirements. Knowledge of CJIS requirements and law enforcement records systems. Modern office technologies, records management systems, and database applications.

Education:

Bachelor's degree in public administration, Business Administration, Criminal Justice, Human Resources, Finance, Accounting, or a closely related field.

Experience:

Five (5) years professional administrative experience; three (3) years supervisory experience required; law enforcement experience desirable.

Substitution:

A master's degree in public administration, Business Administration, Criminal Justice, Human Resources, Finance, Accounting, or a closely related field may be substituted for one year of the required experience.

Additional Requirements:

Possession and maintenance of a valid California Class C Driver License

TYPICAL WORKING CONDITIONS

Work typically is performed in a normal office environment. Occasionally work is performed outdoors, possibly exposing employee to traffic and construction hazards, adverse weather conditions, wetness and humidity, above-average noise, air contaminants,fumes,and dust.

TYPICAL PHYSICAL REQUIREMENTS

Requires the ability to sit at desk for long periods of time and intermittently walk, stand, stoop, kneel,crouch,and reach while performing office and field inspection duties; lift and/or move objects weighing up to 25 pounds; use hands to finger, handle or feel objects, tools, or controls. Must be able to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others,reading,and writing, and operating office equipment. Must be able to use a telephone to communicate verbally and a keyboard to communicate through written means, to review information and enter/retrieve data, to see and read characters on a computer screen. This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbents may be expected to perform job-related duties other than those contained in this document.