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Job Description
The City of Port St. Lucie is an equal opportunity employer. Please note that this is an external job posting intended for non-city employees. If you are a current city employee applying through this posting, your application will not be reviewed with other internal candidates. In order to be considered with internal candidates, please apply on the internal posting by clicking HERE . The Records Manager is responsible for the daily supervision and operational oversight of the Police Department's Records Section, directly supervising the Records Supervisor, PRR & BWC Records Supervisor, Body Worn Camera Coordinators, Court Liaison, Records Specialists, and the PRR Specialist and ensuring the accurate, timely, and lawful processing of police records, reports, and customer inquiries in compliance with Florida Statutes, public records law, and department policies. Facilitates the development of public trust and confidence in the City. This position is considered an "Essential Position" for the purpose of Emergency Management. Emergency duties will be assigned as needed. This position requires 24 hours a day, 7 days per week availability during City of Port St Lucie emergencies, as determined by City Administrators, Emergency Manager or City Officials. The following duties are illustrative for this position. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Keeps the mission, vision, and values of the City of Port St. Lucie at the forefront of decision making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintains high levels of work and productivity by generating innovative solutions to work situations. Supervise, assign, and schedule daily work activities of Records Section personnel to ensure efficient operations, adequate staffing coverage, and continuity of services, including providing direct operational support during staff shortages, emergencies, or high-volume workload periods. Plan, coordinate, and facilitate ongoing education and training for Records Specialists to ensure compliance with departmental policies, CJIS requirements, public records law, and applicable state statutes. Oversees the court liaison process, shares cases with the State Attorney's Office, processes traffic and criminal subpoenas, etc. Oversees the coding of reports, processing of citations, and completes FIBRS reports, provides reports to Florida Department of Law Enforcement, D.A.V.I.D. Review, research, and respond to customer correspondence, public inquiries, and record-related requests, ensuring accuracy, timeliness, and professionalism. Knowledge of applicable federal, state, and local laws, ordinances, statutes, regulations, rules, policies, and procedures. Manages the BWC program and ensures the program is in accordance with Chapter 119, Florida Statutes, and the State of Florida General Records Schedule GS2 for Law Enforcement, Correctional Facilities and District Medical Examiners. Responsible for the overall management of Public Records Requests (PRR). Responsible for backlogged requests, updating, closing out GovQA, Handle customer complaints and operational issues escalated from Records Specialists; investigate concerns, implement corrective actions, and ensure equitable resolution. Schedule, review, and monitor vacation requests, leave usage, and other absences to maintain appropriate staffing levels and continuity of operations. Assign staff to prepare and release copies of police reports and conduct local records checks for authorized outside agencies in accordance with statutory and departmental guidelines. Mentors Records Section staff regarding records retention, dissemination, confidentiality, and compliance with Florida public records requirements. Maintain effective communication with internal divisions, the courts, City departments, and external agencies to support records operations and customer service objectives. Other duties as assigned.
SUPERVISORY RESPONSIBILITIES
Carries out supervisory responsibilities in accordance with the City's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE
Graduation from an accredited high school or possession of an acceptable equivalency diploma required. Graduation from an accredited college or university with an associate's degree preferred. Five (5) years of record keeping experience, preferably in a law enforcement agency required. Three (3) of which were in a supervisory capacity is required. A comparable amount of training, education, or experience may be substituted for the minimum qualifications.
CERTIFICATES, LICENSES, REGISTRATIONS
Possession of valid driver's license and maintenance of clean driving record required with the ability to obtain a valid Florida driver's license within 30 days from date of hire.
FCIC/NCIC
Certification required or must be obtained within one (1) week from the date of hire. Must successfully obtain Notary Public certification within three (3) months from date of hire.
KNOWLEDGE, SKILLS & ABILITIES
Ability to focus on the positive in every situation. Ability to stay centered when challenged. Ability to model respect for individuals, teams, and the organization. Ability to communicate effectively in writing and orally. Ability to work under pressure and meet deadlines. Ability to follow through with assigned tasks. Ability to establish and maintain the trust and confidence of the department and public. Knowledge of standard office methods and procedures. Knowledge of the Department and City's policies, procedures and practices. Ability to analyze a variety of administrative problems and to make sound recommendations. Ability to communicate effectively, both orally and in writing. Ability to establish and maintain effective working relationships with coworkers, city staff, vendors, and the public. Ability to maintain records and reports. Ability to supervise and schedule day-to-day work of assigned employees. Thorough knowledge of data on daily, monthly and year-ending reports. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, talk, hear and access file cabinets. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and stoop, kneel, or crouch. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Documentation Requirements Please Read Carefully Applicants, including City of Port St Lucie employees, must upload and submit attached copies of their education credentials with the employment application. Please be sure to attach all required documents to your employment application each time you apply. Uploaded documents remain in your online profile, but they will not attach automatically, and you will be deemed ineligible without the proper documentation.
ALL DOCUMENTS SUBMITTED MUST BE CLEAR, LEGIBLE, AND IN PROPER FORMAT. THE FOLLOWING DOCUMENT
(S)
ARE REQUIRED AT THE TIME OF APPLICATION AND ARE ACCEPTABLE FORMS OF PROOF
Proof of education in the form of a diploma, degree, or transcripts. Foreign diplomas/degrees must be submitted with a credential evaluation report from an approved credential evaluation agency•. Translations of diplomas/degrees are not accepted. Audit/Academic reports are not accepted as substitutions for college transcripts.
Driver's License:
A Valid Driver's License from any state (Equivalent to a State of Florida Class E) may be utilized upon application; however, within thirty (30) days from the date of hire, a State of Florida Driver's License (Class E or higher) must be presented. •
Approved Credential Evaluation Agencies:
Credential evaluation reports showing the United States equivalency for academic credentials earned in other countries may be provided by: An accredited four-year college or university in the United States, OR A current member of the National Association of Credential Evaluation Services (NACES), OR A current member of the Association of International Credential Evaluators (AICE), OR A recognized Professional Organization For an additional list of approved credential evaluation agencies, visit the Florida Department of Education It is the applicant's responsibility to ensure that all required documents submitted with the employment application are in a format that is acceptable, clear, and legible for eligibility determination or risk being disqualified. Applicants, including City of Port St Lucie employees, must completely detail their work experience on the employment application or risk being disqualified. Resumes will not be reviewed in place of the employment application. It is the applicant's responsibility to update their online profile with personal data, work experience, education, and certifications when submitting application(s); failure to do so may result in disqualification.
