Public Safety Information Compliance Solutions Since 2008


Police Records Manager
$72,672.00 – $94,476.00 Annually
Location: Vancouver, WA

Open until filled. First review of applications will be Monday, April 24, 2017


The City of Vancouver and Clark County, Washington are situated in the beautiful Pacific North- west on the shores of the Columbia River. The area offers a mix of urban areas, rural farmlands and forests. Vancouver is just 90 miles from the Pacific Coast, with the Cascade Mountain Range, Mt. Hood and the Mt. St. Helens National Volcanic Monument less than two hours east. The area offers an abundance of year round recreational op-opportunities, including sailing, boating, water and snow skiing, hunting, camping, and hiking.


The Vancouver Police Department is currently searching for a Records Manager to oversee the Records Division.

The purpose of this position is to design, plan, organize, implement, supervise and coordinate the activities of the Police Records Division; perform a variety of technical tasks relative to the assigned work areas of responsibility including data entry and retrieval, records maintenance, and pubic information release. Manage the Police records management system, and serve as the department administrator for a number of law enforcement data bases directly related to the Records Division. Liaison with IT staff on a number of issues related to IT systems. Provide a full range of professional records and police information services and respond to police support information requests. Serve as liaison to other units, the County and outside agencies.


Position Status: This is a full-time, regular, exempt position.


Application Process:
  • Complete the entire job application, submit a cover letter, resume and answer supplemental questions.
  • Attach required documents, if applicable.
  • Submit your application before the due date and time.
  • Receive confirmation email. If you do not receive a confirmation email following submission, check your junk/spam mail.
  • Contact Megan Mairs at or (360) 487-8402 immediately.

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and/or Supplemental Questions that state “see my resume” or “see my personnel file” are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application.


  • Manage the operations of the Records Division. Develop, implement and maintain unit policies and procedures. Act as the records subject matter expert and ensure compliance with local, state, and federal records management rules, regulations, and procedures. Assist in developing and administering the division budget; continuously monitor and evaluate the efficiency and effectiveness of service delivery methods. Assess and monitor workloads. Recommend appropriate staffing and service levels.
  • Select, train, supervise, and evaluate Records Division staff. Ensure that all staff complete required Records Training program and that the training is properly documented. Conduct performance evaluations, develop and coordinate training, work with employees to correct deficiencies, and implement hiring, discipline, and termination procedures.
  • Review and approve data dissemination requests to include Public Information Disclosure Requests, making determinations based on state law. Develop records retention schedules, oversee destruction of confidential records as guidelines dictate and monitor disclosure of sensitive information in police reports.
  • Work closely with IT and outside vendors to administer and support police records management systems and databases including, but not limited to, ACCESS, FBI CJIS, RMS, NCIC, and WACIC. Ensure compliance with Washington State Patrol ACCESS rules and the FBI CJIS policy. Act as functional subject matter expert. Serve as the Department’s Agency Terminal Coordinator; coordinate audits of WACIC and FBI CJIS systems.
  • Prepare declarations; respond to subpoenas for department records, and appear in court on behalf of the department as required.
  • Monitor legal and procedural developments related to law enforcement records. Monitor all time sensitive and officer safety related Records activities to ensure efficiency and proficiency.
  • Perform related duties and responsibilities as assigned.


Minimum Qualifications, Education & Experience
  • Experience: Five (5) years of related experience in the police records management field, including two (2) years of supervisory experience within law enforcement.
  • Education: *Equivalent to an Associate’s Degree in criminal justice, records management, information systems, business administration or a related field. Bachelor’s degree preferred. Equivalent combinations of education and experience may be considered. Computer Skills
  • Proficiency using databases and records management systems, preferably Versaterm. Familiarity with ACCESS, FBI CJIS, NCIC and/or WACIC is a plus.
  • Advanced skills in Microsoft Word, Excel, Outlook, PowerPoint.
Required Licenses and/or Certifications 

Ability to Obtain: Washington Crime Information Center (WACIC) certification in operation of the WACIC/NCIC Communications System, Level 2 within 3 months of employment.


  • Knowledge of law enforcement records management systems, techniques, technology, and business automation systems;
  • Planning, development and control of budgets
  • Management, troubleshooting and problem solving of data base systems;
  • Applicable federal, state and local laws, codes, regulations, policies and procedures that pertain to police records, records retention, public disclosure, and various types of court orders;
  • Police and legal definitions and terminology
  • Modern office procedures, methods and computer equipment
  • Use of personal computers and basic software Abilities
  • Manage all functions of the Police Records Division accurately, efficiently, and in accordance with state and federal guidelines
  • Command the respect of staff, and to assign, direct and supervise their work
  • Prepare budget recommendations
  • Prepare a variety of narrative and statistical reports and other written materials
  • Read, interpret, apply and explain codes, rules, regulations, policies and procedures
  • Analyze situations accurately and adopt an effective course of action.
  • Plan and organize work
  • Train, assign, supervise and evaluate the work of staff
  • Manage and meet project schedules and timelines.
  • Develop and modify work procedures, methods and process to improve efficiency
  • Operate a personal computer and appropriate software
  • Work in a manner consistent with the City of Vancouver’s Operating Principles
  • Work and act as a team player in all interactions with other City employees
  • Provide a high level of customer service at all times
  • Project and maintain a positive image with those contacted in the course of work
  • Develop and maintain collaborative and respectful working relationships with team members and others
  • Consistently provide quality service
  • Maintain regular and dependable attendance
Supplemental Information

This position is subject to successful completion of a comprehensive Vancouver Police background check and polygraph. The ‘Work Experience’ and/or ‘Education’ sections of your application must clearly describe how you meet the qualifications for this position as listed above. A resume or position description will not be accepted in lieu of a completed application. Incomplete or late applications will not be considered.

For questions about the job announcement, call: 360-487-8417.
For technical help with online application, call 1-877-204-4442.

Announcement information can be made available in an alternative format by calling 711 (Relay Operator for the Deaf).


The City of Vancouver is a TOBACCO FREE/DRUG FREE WORKPLACE. The City of Vancouver is an EQUAL OPPORTUNITY EMPLOYER. We strive to create a working environment that includes and values employees from all races, religion, color, sex, national origin, gender, sexual orientation, age or any other condition protected by federal, state or local law.

In conjunction with the Americans with Disabilities Act, disability will be considered only in context of an applicant’s ability to perform essential functions of the job and to determine reasonable accommodation. The physical demands described in this job announcement 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.


This announcement is meant only as a general descriptive recruitment guide. It does not constitute either an expressed or implied contract and is not a complete description of the job.


City of Vancouver
415 W 6th St
P.O. Box 1995

Vancouver, Washington, 98668-1995.

Phone(360) 487-8417