The Records coordinator is responsible for ensuring each unit within the records division follows internal and external policies, procedures, and regulations directed by the City of Albuquerque, the Albuquerque Police Department, the New Mexico Department of Public Safety (DPS) and the Federal Bureau of Investigations (FBI) in regards to NIBRS entries and submissions, all NCIC entries and removals into the local, state and federal database, along with the procedure and distribution of records to any requestor of such.
Job descriptions are intended to present a general list of tasks/duties performed by employees within this job classification. Job Descriptions are not intended to reflect all duties performed within the job.
ESSENTIAL FUNCTIONS:
The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned by the records division manager.
- Reports directly to the Records Division Manager.
- Oversee all record entries that are made from the Albuquerque Police Department.
- Review entries daily for accuracy and completeness to insure compliance with State and Federal regulations.
- Develop and maintain a quality assurance program to ensure all persons having access to the law enforcement NCIC system are properly trained, and certified as required by the State and Federal requirements.
- Oversee the security of all terminals and work closely with the information technologies department to maintain a proper level of security for all computers, access devices, circuits, hubs, routers, firewalls, and other components that make up and support the records network.
- Maintain and keep up to date written agreements with all terminals within the department.
- Work closely with the training supervisors to ensure ongoing training of operators and officers are being conducted.
- Develop and maintain policies regarding dissemination of records, hit confirmations, proper logging of entries and queries, screening (pre-employment), quality assurance, security, timeliness of entries, training, use of system and validations.
- Responsible for all audits conducted by internal and external agencies.
- Must obtain and maintain state certification as a Terminal Agency Coordinator (TAC).
- Attend all classes pertaining to state updates regarding policies, procedures, equipment hardware and software upgrades.
- Responsible for the oversite of the NCIC Reporting Unit, NIBRS Unit, and Central Records Unit, to include supervision of personnel responsible for design, configuration and operation of the NCIC system, the NIBRS requirements and process set forth by DPS and the FBI, as well as, generating appropriate reports, statistics, to include weekly, monthly and yearly reports to the Deputy Chief of Management Services and Support Bureau and the Chief of Police, along with spontaneous requests that may include IPRA requests.
- Works cooperatively with personnel from the various divisions within the department.
- Responsible for updating and maintaining hiring practices to the units, as well as, coordinate staffing, training operational activities, functions and services for assigned personnel.
- Act as a relief shift supervisor to cover shifts as needed throughout records.
- Responsible for departmental property to include tracking, destruction of and completion of inventory.
- Ensure contact is made on a constant basis with the state and federal agencies for compliance, when experiencing issues with equipment, or transactions.
- Monitor systems use throughout the department, taking proper steps for misuse of the system, and addressing connections or disconnections between the department, city of Albuquerque technology, and the NCIC system.
- Oversee validations of NCIC records, quality control, training and certification of operators, records maintenance, and the terminal security officer.
- Ensure all personnel are familiar with all procedures, policies and requirements outlined in the NMLET user agreements, NCIC, NMLETS, IPRA, and NIBRS operating manuals.
- Conduct monthly audits for the NCIC system and ensure all employees are following the guidelines of the NCIC policies.
- Keep the records division manager apprised of all current and future matters or problems regarding NCIC/NMLETS and NIBRS, as well as, informing DPS of any/all violations or potential problems.
- Responsible for setting up new users in the NCIC system by submitting a User Authorizations form to DPS and ensuring they complete an NCIC security awareness certification and re-certification test bi-annually from their date of their first certification.
- Investigate and report to DPS/CSO any cases or potential cases of system misuse immediately.
- Collect, research, analyze and finalize data and stats requested.
Supplemental Functions:
- Attend and participate in appropriate professional organizations.
- Perform other related duties and responsivities as assigned.
Education and experience directly related to the minimum requirements below may be interchangeable on a year for year basis.
Bachelor’s degree from an accredited university or college in business, public administration, or criminal justice; and
Four (4) years of Records Management experience; and
To include two (2) years of supervisory experience .
Additional Requirements:
Possession of a valid New Mexico Driver’s License, or the ability to obtain by date of hire.
Possession of a City Operator’s Permit (COP) within six (6) months from date of hire.
Successful candidates much currently have or successfully complete the New Mexico Department of Public Safety Terminal Agency Coordinator test/training within six (6) months from date of hire.
On call as needed, 24/7 operation.
Environmental:
Office work environment, exposure to computer screens: 24/7 operation
Physical:
Essential and supplemental functions may require maintaining physical condition necessary for sitting prolonged periods of time, light lifting, extensive use of computer keyboard
