Records Unit Lead (Full-Time)


Records Unit Lead

City of Marysville


This position provides complex, specialized administrative support and assists with coordinating the daily operations of the Police Records Division including overseeing records staff, prioritizing and assigning tasks and projects related to front counter work, requests from the public, processing of and management of records, and reporting functions.  The Records Unit Lead is expected to perform appropriate portions of the work of subordinate staff.

Work is performed with considerable independence and requires the ability to work with minimal direction. This position interacts with other departments, staff, other agencies and the general public on a frequent basis and handles confidential and complex information of a sensitive nature requiring considerable discretion.

Examples of Job Duties

Other duties may be assigned as needed.

  • Assists Division Supervisor in preparing work schedules and assigning tasks to ensure completion of projects/tasks efficiently and on time.
  • Performs tasks assigned to staff in the Police Records Division and acts as records division lead.
  • Oversees work of records staff to ensure that work is done properly and follows City policies and procedures; provides directions, instructions, and training to records staff, and reviews their work.
  • Oversees the divisions' records management system including the transfer, removal and destruction of records according to Washington State retention requirements and City policies and procedures.
  • Coordinates information requests from the public and other agencies; responds to or provides direction for requests of a more complex nature especially those requiring an in-depth knowledge of state and federal regulations, and independent judgment about whether information may be released.
  • Oversees accounts receivable and cash handling at the front desk.
  • Effectively prepares, maintains, and updates records, reports and other documents; coordinates the preparation and submission of monthly UCR reports to Olympia.
  • Operates all software applications used by the division/department including databases and New World; as directed by management implements changes to records management systems; updates other staff and coordinates staff training.
  • May be assigned to other divisions within the police department during times of peak work loads, worker shortage, police emergency, or other times when critical work needs to be completed.
  • May assist supervisor in preparing annual budget related to assigned duties and records staff.
  • Oversees processing of division timesheets for approval; oversees maintenance of vacation, sick leave, and comp time records for monthly payroll.


  • A combination of the experience, education, and training listed below which provides an equivalent background to perform the work of this position.
  • 2 years of progressively responsible experience in a police records, court, or legal office setting.
  • Supervisory or lead experience is preferred.
  • High School Diploma or GED.
  • Coursework or training in business office administration, records management systems or a related field.
  • Possession of, or the ability to possess within six months of hire date, a Washington State Driver's License.
  • Possession of, or the ability to possess within six months of hire date, Washington State Access certification.
  • Must be able to successfully pass an extensive background check including a polygraph exam.
  • Must not have been convicted of a felony offense.
  • Knowledge of operations, functions, procedures and policies of the Police Department.
  • Knowledge of principles and practices of law enforcement record keeping, case files and records management.
  • Knowledge of applicable City , State and Federal laws, codes and regulations governing the release and retention of law enforcement information and records.
  • Knowledge of basic principles and practices of effective supervision, including providing directions, instructions, and training to crew members, and reviewing their work.
  • Ability to operate windows based computer and software applications assigned in the performance of essential duties; type 40 wpm.

Work Environment

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear.  The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl.  The employee must frequently lift up to 10 pounds; and occasionally lift and/or move 10 to 20 pounds.  Specific vision abilities required by this job include color vision, close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

This position works in an office, and the noise level in the work environment is usually low to moderate. While performing the duties of this job, the employee is occasionally exposed to toxic or caustic chemicals, i.e. copier toner.

Work is performed mainly during City office hours but will require work outside of normal business hours to perform supervisory duties such as overseeing the work process or training of records staff or to attend meetings.  Regular and reliable attendance is an essential function of this position.

This position description generally describes the principle functions of the position and the level of knowledge and skills typically required.  It does not constitute an employment agreement between the employer and employee, and it is subject to change as the needs of the employer and the requirements of the job change.

The City of Marysville is an Equal Opportunity Employer.  Qualified applicants are considered for employment without regard to race, creed, color, sex, marital status, sexual orientation, or the presence of a non-job-related medical condition or disability.


Open until filled. First review 5/1/2017