Records Manager jobs in Montana

This position is located in the 9-1-1 Department Records Division.  Under general direction of the 911 Director, performs a variety of administrative and technical tasks toward the organization, supervision and management of manual and automated records of the Bozeman City Police, Gallatin County Sheriff’s office and the Detention Center in compliance with state and federal laws concerning the maintenance of records and dissemination of sensitive information.  The position provides assistance and information to the public, law enforcement officers and government agencies; processes and maintains city and county arrest warrants in an accurate and timely manner and maintains mandated State and Federal CJIN/NCIC certification, ensuring compliance with their policies and procedures. This position reports to the 911 Director and provides supervision over the 911 Record Clerks.

• Is the departmental administrator for the Central Square Records Management System (RMS). Communication between the Records Division and the vendor regarding RMS goes through the Records Manager. 
• Is the departmental administrator for the Records Request Portal. Communication between the Records Division and the vendor regarding the portal goes through the Records Manager. 
• Is the departmental expert on records retention. This includes state and local laws and ordinances for all public safety records under the responsibility of Gallatin County 911, including but not limited to audio, law enforcement records, and computer aided dispatch. 
• Will attend various meetings regarding the Records Division and maintain relationships with outside organizations. 
• Develops and maintains policies and procedures for the Records Division.
• On a bi-monthly basis make a bank deposit of the Records Division copy fees.     

• Processes various requests submitted to the Records Division, encompassing FBI NICS, copy requests, processing sealings and dismissals, Clery inquiries, background checks, OMNI requests, CCJI submissions, audio requests, and city trial requests.
• Manages non-emergency phone calls and ensures accurate creation of calls for service records.
• Handles shared records email for efficient processing of records requests.
• Inputs and meticulously maintains warrant entries into the CJIN/NCIC system in accordance with established protocols.
• Facilitates the processing of weapon releases and emergency placements in a timely manner.
• Conducts the digitization of physical   records to maintain accurate and accessible records.

• Upholds CJIN agreements with partner agencies to ensure seamless cooperation and data exchange.
• Provides comprehensive training to new hires and existing staff members on the operation and protocols of the CJIN system.
• Conducts monthly and yearly validations for CJIN compliance.
• Ensures strict adherence to CJIN regulations by managing access permissions exclusively for credentialed personnel, overseeing CJIN certification and recertification processes, and maintaining the security of records within the system.

• Provides mentorship and guidance to staff members during performance evaluations, commendations, and disciplinary proceedings. 

• Conducts comprehensive training sessions for both new and existing staff, ensuring proficiency in the processes essential for the effective operation of the Records Division. 
• Oversees the recruitment and hiring process for new Records Clerks, including candidate screening, interviews, and selection. 
• Manages staff schedules by establishing work schedules, approving time-off requests, and ensuring optimal staffing levels to meet operational requirements. 

The position requires the ability to learn and/or have knowledge of records management, Montana Codes Annotated, research methods and procedures, and the Criminal Justice Information System.  This position must have the ability to learn and/or have knowledge of the laws and regulations dictating our policy and procedure; functions of city and county government offices; CJIN/NCIC certification; computer skills and the ability to learn and operate many software applications; requires skill in operating common office equipment (e.g., copiers, printers, multi-line telephone, etc.); ability to implement and maintain administrative office systems, processes and procedures; effectively supervise, train and evaluate the work of others; make decisions independently; be detailed oriented; handle sensitive and confidential information; maintain good working relationships with those contacted in the course of work; strong communication skills for assisting the public and other agencies and departments and the ability to communicate effectively verbally and in writing.

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to completion of a technical program or apprenticeship and  five (5) years of work related experience, including but not limited to supervisory experience.

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation. 

 For application consideration please be prepared to attach the following required documents:

• Cover Letter
• Resume
• List of References

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.