Police Records Manager
Salary
$70,815.26 - $88,519.08 Annually
Location
Various Locations within the City of El Paso, TX
Job Type
Civil Service
Job Number
19220-0726
Department
RECORDS
Opening Date
07/09/2026
FLSA
Exempt
Max Number of Applicants
75
Requirements
MOS Code: NONE
Education and Experience: Bachelor's Degree or higher in Business, Public Administration, Criminal Justice, Information Management, or a related field, and five (5) years of professional or progressively responsible experience in records management or information management, including two (2) years of supervisory experience. Preference will be given to candidates having experience in law enforcement records or information systems management.
Licenses and Certificates: Valid Texas Class "C" Drivers License at time of appointment. Texas Crime Information Center (TCIC) and National Crime Information Center (NCIC) certifications; Law Enforcement Enterprise Portal (LEEP) Agency Administrator; CJIS (Criminal Justice Information Systems) Security and Records Training; all certifications and training are required within six (6) months of appointment and must be maintained during the course of employment.
Special Requirements: Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check within the first six months of hire and maintain CJIS eligibility. CJIS requirements are related to system access and the following list of convictions and/or deferred adjudications will fail the CJIS background check and result in disqualification and/or termination of employment: Felony convictions, Felony Deferred Adjudication, Class A or B Misdemeanor Deferred Adjudication, Class A or B Misdemeanor convictions, any open arrest for any criminal offense (Felony or Misdemeanor), and family violence convictions.
General Purpose
Under general direction, manage and oversee the operations of the police records division, including departmental records information management and criminal justice systems compliance.
Typical Duties
Oversee, direct, and support records management procedures and protocols for the police department. Involves: Maintaining the configuration, access, and privileges for account holders in the department's records management system, CJIS, and third-party access accounts. Ensure proper data collection for criminal justice systems. Maintain departmental compliance with NCIC/TCIC database protocols. Ensure the Department reports timely to the FBI National Incident-Based Reporting System (NIBRS). Work closely with the communication sections of the police and fire departments to obtain Computer-Aided Dispatch (CAD) information. Identify opportunities and recommendations for improvement to systems and standard operating procedures to enhance efficiency and internal control. Assists law enforcement with records management system training.
Provide oversight, leadership, direction, and control of operations for the police records division. Involves: Managing and advising staff in records management techniques and procedures, records protection, storage, retrieval, elimination, preservation, and automated records processing applications. Develops, maintains, and reviews standards and procedures for the filing, indexing, retention, retrieval, storage, dissemination, and cataloging of records. Inventories and ensures retention schedules comply with federal, state, local, and operational requirements. Serve as the custodian of records for the police department by managing subpoena responses, Texas Public Information Act processes, compliance with court orders for expunctions and records sealings, release of records to other law enforcement agencies, and Linx/NDex information sharing procedures. Consult with the City Attorney's Office for review and release of records. Oversee, evaluate, and maintain criminal identification processing and reporting. Verify departmental compliance with CJIS eligibility and access requirements, which include City-wide fingerprinting, screening, and access to police facilities. Oversee and review cash flow operations as managed through the Records public counters. Sign in and process requests for change fund replenishments, and review cash submissions for completeness.
Directs the preparation and management of the division's budget. Involves: Plan for annual expenses by maintaining oversight of the division's budget accounts. Make transfers as necessary to support operational needs and ensure continuity of services. Plan, approve, and sign requisitions and P-Card authorizations for supplies, services, and equipment. Approve expenses and sign invoices in accordance with departmental and financial policies. Manage funds allocated for ongoing service agreements to ensure timely payment and uninterrupted service delivery.
Supervise assigned staff. Involves: Assign, schedule, guide, and monitor work. Appraise employee performance and review subordinate supervisors' appraisals. Provide for training and development. Counsel, motivate, and maintain harmony. Identify and resolve staff differences, conflicts, and deficiencies. Interview applicants, recommend hiring, termination, discipline, or other employee status changes. Enforce personnel rules, regulations, and work behavior standards firmly and impartially. Approve overtime, leave requests, and track attendance.
General Information
For complete job description, click here.
Note: Applicants are encouraged to apply immediately. This position will close when a preset number of qualified applications have been received.
Important Note: The required Supplemental Questions and answers are considered an examination component and will generate a score.
Applicants are being tested on a conditional basis pending a review of minimum qualifications. Applications will be reviewed for applicants who pass the Supplemental Questions exam.
Per CSC Rules & Regulations, after review of the minimum qualifications for applicants that pass the Supplemental Questions exam, a passing score, combined with applicable seniority points and veteran points, will be used to create a list of candidates.
Please note: Applicants with foreign diploma, transcripts, and degrees must have all documents translated and evaluated by an agency of the National Association of Credential Evaluation Services (NACES) prior to submitting them to the Human Resources Department. Please visit www.naces.org/members for more information.
A résumé and/or other documents will not be accepted in lieu of a completed application. Comments such as "See résumé" are not acceptable and will result in the application being considered incomplete.
To qualify for this position, the required education, experience, knowledge, and skills must be clearly stated on your application's employment history. We do not use any information on your resume to review if you meet the minimum qualifications for this position.
Failure to fully detail all experience and job duties in the application, or copying/pasting directly from the job specification, or responses referring to your résumé will eliminate you from consideration for the position.
BENEFITS
LIFE AND HEALTH INSURANCE
The City of El Paso is a self-insured entity with a third-party administrator for Medical and Pharmacy benefits. Basic Life Insurance Coverage is available at no cost to eligible employees. Additional Life Insurance and coverage for your dependents are also available.
Employees can select optional Dental, Vision, and Short Term Disability coverage. Employees also have the option to participate in a Health Savings Account or Flexible Spending Account (healthcare and/or dependent care for daycare expenses). All of these insurance and coverage options can be configured within a month of your new employee orientation date.
An Employee Assistance Program (EAP) with access to mental health sessions, therapy, and more is available at no cost. A trained counselors are also available to help you and your dependents cope with life's stressors so that you can live a happy productive lifestyle.
The City's Wellness Program seeks to promote better health and wellness amongst the workforce through various programs and incentives in which employees may choose to participate in, to include wellness education, fitness tests, biometric screenings, group fitness, health coaching and so much more!
Keep Learning, Growing & Reinventing Yourself! The City of El Pasos Tuition Assistance Program encourages employee personal and professional development by sharing educational costs with those employees who have successfully completed their original probation, and in turn retain a skillful workforce. Each year, employees can obtain Tuition Assistance for Degree, Certifications, Continuing Education, and Books & Equipment.
ELIGIBILITY FOR VACATION LEAVE
All regular employees who are regularly scheduled to work on an average, a minimum of twenty (20) hours per week, who have held a position in the City Service for a period of six months from date of employment, shall be eligible for vacation allowance as hereinafter set forth. Part-time employees shall accrue vacation leave at a pro-rated amount of full-time entitlement based on the number of hours that they are scheduled to work. Employees covered by collective bargaining agreements shall accrue vacation as provided in the applicable agreement.
Regular employees in the City Service shall accrue vacation credit at the following rates per pay period, calculated from the date of employment of each employee:
For 0 - 5 years of service (12 days):
40 hour per week employees - 3.70 hours per biweekly pay period
For >5 to 15 years of service (17 days):
40 hour per week employees - 5.24 hours per biweekly pay period
For >15 or more years of service (20 days):
40 hour per week employees - 6.16 hours per biweekly pay period
SICK LEAVE WITH PAY
Employees shall be entitled to accrue sick leave with pay in accordance with the Rules of the Civil Service Commission.
ACCIDENT WITH PAY LEAVE
The Amended Section 4.4 of the Ordinance shall become effective upon adoption and shall apply to occupational injuries and occupational diseases occurring on and after date of adoption. Occupational injuries and occupational diseases occurring before such date will be governed by the Ordinance in effect at the time of the date of injury or disease.
PREGNANCY LEAVE
A) Pregnancy shall be treated the same as any other temporary physical disability.
B) An employee on pregnancy leave shall use accumulated and unused regular sick leave time and then (unless granted use of special sick leave) shall be on leave without pay, unless the employee chooses to use any accumulated and unused annual leave.
C) An employee going on pregnancy leave shall give written notice to her department head with appropriate medical verification. Before returning to work from pregnancy leave, the individual will provide appropriate medical documentation releasing the employee to return to work, as is required for any individual who has been on leave for a temporary physical disability.
LEGAL HOLIDAYS
The following days are hereby declared legal holidays for all the City departments, provided that the provisions of this section shall not apply to members of the Fire Department whose duties are to prevent or extinguish fires, or to members of the Police Department whose duties are those of law enforcement: (Amended 10/03/95)
First day of January (New Years Day)
Third Monday in January (Martin Luther King Holiday)
Thirty-first day in March (Cesar Chavez Day)
Last Monday in May (Memorial Day)
June 19 (Juneteenth)
Fourth day of July (Independence Day)
First Monday in September (Labor Day)
Eleventh Day in November (Veterans Day)
Fourth Thursday in November (Thanksgiving Day)
The Friday following the fourth Thursday in November (Day after Thanksgiving)
Twenty-fifth Day in December (Christmas Day)
Employees Birthday
In addition to the above days, the following days are also declared to be legal holidays: 1. Any day designated as a holiday by City Council. 2. When any legal holiday falls on a Saturday, the preceding Friday shall be considered a legal holiday. 3. When any legal holiday falls on a Sunday, the following business day shall be considered a legal holiday.
01
What best describes your highest level of education?
02
How many years of progressively responsible experience do you have in records management or information management?
03
How many years of experience do you have in a supervisory capacity?
04
Do you have a valid USA drivers license? If so, what type of drivers license do you have?
05
Describe your knowledge of records management systems.
06
Describe your knowledge of local, state, and federal laws regarding record retention and dissemination, including the Texas Public Information Act (PIA).
07
Describe your knowledge of federal, state, and local policies, laws, and regulations concerning Criminal Justice Information Systems (CJIS).
08
Describe you level of ability with analyzing and maintaining detailed budget, financial, and technical data to prepare management reports and resolve operational problems.
09
Describe the specific records management systems or software that you are familiar with using.
10
Please describe your philosophy for what it takes to build a successful work team.
11
Applicants with foreign diplomas, transcripts and degrees must have all documents translated and evaluated by an agency of the National Association of Credential Evaluation Services (NACES) prior to submitting them to the Human Resources Department. Have you had your diploma, transcripts, degree or other required documents translated and evaluated by an agency of NACES?
12
Required supplemental questions and answers are considered an examination component and will generate a score.
13
I understand that I am being tested on a conditional basis pending review of minimum qualifications. Note: Only applications that pass the Supplemental Questions exam will be reviewed.
14
Candidates will be evaluated based on the information provided on the application and the completeness of the responses to the Supplemental Questions. The following will disqualify you from moving forward in the recruitment process. -Failure to fully detail all work experience and job duties. -Failure to fully detail all lead, supervisory and managerial experience and duties if required. -Overlapping dates of work experience. -Copying and pasting directly from the job specification. -Responses referring to your résumé.
Required Question
Employer City of El Paso
Address 300 N. Campbell
El Paso, Texas, 79901
Phone 915-212-0045
Website http://www.elpasotexas.gov