Records Manager (Sheriff’s Office)

Records Manager (Sheriff's Office)

Employment Type: 0 - Full-time Regular
Pay Range: $82,152.00 - 123,288.00
Location: Castle Rock, CO
Elected Office / Department: SHERIFF
Job Number: req3172
Closing Date: 5/13/2026

Interested in joining the Douglas County Sheriff's Office located between Colorado Springs and Denver in Castle Rock, Colorado?

The Douglas County Sheriff's Office has an opening for a Records Manager!

We offer a generous benefits package including but not limited to medical, dental, vision, 401(a) mandatory 8% contribution with the County matching 8%. Additionally, Douglas County will match your 457 Deferred Compensation (pre-tax) $ for $ up to 3% of your annual salary.Furthermore, Douglas County offers:Basic Life Insurance and AD&D, Short-Term and Long-Term Disability, Employee Assistance Plan.Supplemental Life Insurance, Long-Term Disability buy-up, Accident Insurance, and Critical Illness Insurance.Wellness Program - Peer Support, Chaplain Services, Medical Services (Psychological, Acupuncture, Massage Therapy, Chiropractic, Hormonal Therapy, Physical Therapy), Financial Resources, and Estate Planning.Public Service Loan Forgiveness opportunities for those who qualify.

For a full list of benefits please review ourFor a more detailed overview please view the full Employee Benefit Guide.

General Duties: Performs supervisory and administrative work, planning, organizing, anddirecting the activities of the Records Section. Work involves managing and supervisingpersonnel, monitoring and resolving public and safety request issues,overseeing the release of records in accordance with state law and Officeprocedures, verifying the accuracy of computer entries, maintainingdepartmental files, and attendingmeetings and functions pertaining to the Records Unit.

Supervision Exercised: Serves as the manager of the Records Section, to include supervision of personnelassigned to the Records Unit, CJRA Unit as well as other civilian staff withinthe Records Section. Oversees thedaily operation of the Records Section to include scheduling, coordinating,evaluating, and the direct supervision of the staff assigned to the Records Unit.
Supervision Received: Reports directly to the Division Chief of the Support Services Division.

Consequence of Error: This work entails performing a variety ofcomplex supervisory responsibilities. Consequenceof error may result in budget overrun, reduction of services, and publicperception of mismanagement and the creation of legal and/or personal liabilityfor members of the Sheriff's Office involving both criminal and civil matters.Errors can also affect the livelihood and criminal history of the citizens.Violating release laws pertaining to the release of records could result in criminalprosecution and charges of Official Misconduct.

Examples of Duties and Responsibilities:

• Serves as official Custodian of Records for the Sheriff's Office.
• Acts as the Subject Matter Expert (SME) in the Colorado Criminal Justice Records Act (CCJRA) and the Colorado Open Records Act (CORA) as they apply to the Records Section and the Sheriff's Office.
• Advises and consults with appropriate personnel and officials and other governmental agencies in operational matters; ensures compliance with the CCJRA and CORA.
• Management and supervisory decisions must be made daily in the absence of policy.
• Plans, organizes, and directs the activities of the Records Section in accordance with Sheriff's Office policies and procedures and state laws.
• Manages, supervises, assigns, directs, and trains all personnel in the Records Section.
• Researching, writing, implementation of Standard Operating Procedures (SOPs), and CALEA accreditation compliance for the Section.
• Responsible for detailed and accurate SOPs adherence and that SOPs are maintained, routinely reviewed, and updated.
• Oversees certifications and re-certifications of assigned personnel.
• Makes recommendations for routine personnel matters including training, assigning, scheduling, and discipline.
• Responsible for records code tables and state statute tables in the Records Management System (RMS).
• Extensive knowledge of filing and record keeping techniques as required by CCJRA and State Archives to include auditing of files prior to destruction.
• Ability to deal with confidential and sensitive materials and records and maintain trust.
• Completes employee performance evaluations.
• Thorough understanding of the administrative process and the workings of the Sheriff's Office.
• Performs administrative functions such as monitoring budget and expenditures, budget preparation, purchasing of equipment and supplies, and other reporting as required.
• Responsible for monitoring operations of data systems used by the Section.
• Develops maintenance programs and inventory validation for Section equipment.
• Ensures a constant and accurate flow of communication between the Section, and all other areas of the Sheriff's Office, public, and outside agencies.
• Reviews and inspects, for accuracy all monthly reports produced by the Section.
• Deals with customers in escalated situations.
• Maintenance, verification, quality control, and retrieval of criminal justice records.
• May be required to work modified shifts.
• Develops and maintain a disaster recovery plan which provides for the protection of vital law enforcement records and meets the emergency data processing and information needs of the Office.
• Informs the Support Services Division Captain of general conditions, important developments or unusual conditions which may require the captain's (Division Commander's) attention.
• Testifies in court on record procedures when a subpoena is received.
• Performs other duties as assigned

Experience and Education:

• A bachelor's degree from an accredited college or university, three (3) years of experience in modern records management practices (preferably with a law enforcement agency) is required, or an equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skills, and ability to successfully perform the essential functions of the job will be considered.
• One (1) year of supervisory and/or office management experience is required.
• Working knowledge of records law enforcement database systems is required.
• Knowledge of applicable laws, rules, and regulations related to law enforcement records including law enforcement codes and terminology.
• A valid Colorado driver's license and a good driving record.
• Ability to pass a Sheriff's Office background check and qualifying exams.
• Ability to obtain and maintain the required CCIC/NCIC credentials and CJIS access.

EssentialFunctions:

Language Skills: Ability to read and interpretdocuments and procedure manuals. Abilityto read, interpret and develop routine documents, reports, and correspondence. Ability to communicate effectively with co-workersand the public. Ability to establish andmaintain effective working relationships. Ability to cope with and defuse angry,emotional, and exited persons.

Basic Knowledge:Extensive knowledge and understanding of basic and advanced office proceduresand methods.

Mental Abilities: Able to comprehendand retain information related to general job assignments within context of theposition held. Able to understand andfollow oral and written instructions and maintain confidentiality ofinformation.

PhysicalSkills: Job requires walking and standingperiodically. Prolonged periods of sitting at a desk and workingon a computer scanning and typing for data entry is usual. Periodically requires lifting file boxesweighing up to 20 pounds. Must be ableto operate general office equipment, reach with hands and arms, talk, hear, andtolerate a quiet to moderate noise level in the workplace.

Public Interaction: Explains relevant information as required by verbal and writtenmethods. Assists public as a resource for information relevant to the jobassignment. May be required to explain procedures,laws, complaints, and other information as required by verbal and writtenmethods. Ability to deal with upsetand/or irate individuals.

Verbal Skills: Speaks English clearly andconverses effectively with persons of divergent ethnic, cultural, andeducational backgrounds. Projects voiceclearly when necessary while under personal stress.

ComputerSkills: Must beproficient with the Microsoft Office 365 suite and other related software. Meet minimum standards for typing and data entry.

Office Policies and Procedures: Demonstrates a workingknowledge of and compliance with all Office policies, procedures, anddirectives.

EmotionalAbilities: Controls personal emotional responses and acts appropriately underhigh levels of personal stress. Demonstrates sensitivity to feelings of others;listens with empathy towards others; and displays compassion to those in distress. Controls personal aggressive responses andacts in a manner designed to calm volatile persons.

Social Skills: Establishes and maintainseffective relationships with peers, supervisors, and the public.

MathematicalSkills: Ability to calculate figures and amounts such as interest,proportions, percentages. Ability toapply concepts such as fractions, percentages, ratios, and proportions topractical situations.

Reasoning Ability: Ability to applycommon sense understanding to carry out detailed written or oralinstructions. Ability to interpret avariety of instructions furnished in written, oral, diagram, or scheduled form.

Judgment: Applies knowledge and reasoning to makeprompt and effective decisions quickly in both routine and non-routinesituations; evaluates alternative courses of action and selects the most acceptablealternative; makes sound decisions in a timely manner; sizes up a situationquickly and takes appropriate action.

Initiative: Ability to undertake on assignments withoutwaiting to be told what to do. Makes aneffort to improve skills and keep informed of new developments in the field; exertsthe effort needed to make sure the job is done correctly; is consistentlyproductive.

Physical Demands: The jobrequires intermittent walking and standing. Periodically requires lifting file boxes weighing up to 20 pounds. Prolonged sitting and typing for data entry areusual. Must be able to operate general office equipment, reach with hands andarms, talk, hear, and tolerate a quiet to moderate noise level in theworkplace.

Testimony: Must be able to provide credible testimony in a court of law or any other legalproceeding or investigation.

ADDITIONAL INFORMATION:

In the event of an emergency/disaster in or near the County, all County employees are expected to make every effort to be available to assist the County Manager, Elected/Appointed Officials and Department Directors to ensure the continued operation of any and all necessary County functions. This may mean being available to perform additional duties and hours beyond what is normally required. In the event that an exempt employee does work more than 40 hours a week in support of County operations during an emergency, such employee may receive overtime or other appropriate wage compensation in accordance with existing County policies or at the discretion of the County.