Records Custodian

Description

Records Custodian
City of Covington, KY
Police Department
Full-time
Hours: Monday through Friday, 8:00am – 4:30pm (Evening, weekend or hours adjustments may be required as job duties demand)
Salary Range: $51,863 - $57,050

Why Covington?

Welcome to the bold side of the river. Covington, Kentucky, is a place where history and progress come together. As a Records Custodian, you will play a critical role in ensuring that the City of Covington runs smoothly, efficiently, and in compliance with laws at the local, state, and federal levels. We attract the bold and the best — people who are ready to make an impact—innovators, changemakers, and problem-solvers who want to be part of something bigger. Your work in the Police Department will be instrumental in ensuring the integrity, efficiency, and growth of our city's operations and services.

Covington is all about celebrating what makes us unique. Our rainbow crosswalks, locally owned businesses, and the warm Kentucky hospitality reflect the spirit of our city. It’s where timelessness meets the ventures of tomorrow. With the most diverse and accessible city government in the region, we believe that everyone can contribute to our collective success. Most importantly, we are a city that values its people—because around here, y’all really does mean all.

If you want to be part of shaping the future of the city, Covington could be the perfect place for you to grow your career and make a difference.

Role Overview

The Records Custodian reports to the Police Chief or Assistant Police Chief/Services and is responsible for managing all police-related documents and records. This role ensures that the City’s police records are properly stored, maintained, and disposed of in accordance with local, state, and federal regulations. The Records Custodian will play a key role in overseeing the life cycle of police records, from receipt and maintenance to compliance with the Kentucky Records Retention Schedules and HIPAA regulations. Strong organizational skills, attention to detail, and the ability to work independently are essential to this role.

Key Responsibilities

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned by the Police Chief or the Assistant Police Chief/Services.

• Records Management: Creates, compiles, indexes, and stores police records using industry best practices, ensuring compliance with Kentucky Records Retention Schedules and HIPAA regulations.
• Compliance Monitoring: Maintains and ensures compliance with federal, state, and local laws regarding police records.
• Audit and Quality Control: Performs audits of records for accuracy, completeness, and compliance with internal procedures.
• Staff Supervision: Manages assigned records staff, including daily, weekly, and monthly task assignments. Performs performance evaluations and ensures staff training and compliance with department standards.
• Records Dissemination: Serves as the point of contact for the dissemination of police records in response to Open Records Requests and Discovery requests, ensuring compliance with the Kentucky State Open Records laws.
• Training and Development: Develops and maintains training materials for records processes and procedures. Provides training to records clerks, police officers, cadets, and other personnel.
• Data Analysis and Reporting: Prepares reports and summaries of data related to records, analyzes trends, and performs research to support department needs.
• Collaboration: Coordinates with other departments and external agencies to facilitate proper records management and ensure smooth operations.
• Process Improvement: Reviews existing processes, suggests improvements, and implements new methods for records storage, access, and compliance.

Knowledge, Skills, and Abilities

Knowledge:

• Knowledge of federal, state, and local laws regarding recordkeeping and police data management.
• Understanding of records retention schedules and privacy regulations, such as HIPAA.
• Familiarity with police operations, terminology, and recordkeeping procedures.

Skills:

• Strong organizational skills with the ability to manage multiple projects and deadlines.
• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and records management software.
• Ability to analyze and interpret data to ensure compliance with legal and regulatory requirements.
• Ability to supervise, train, and evaluate staff.

Abilities:

• Ability to maintain confidentiality and adhere to privacy and security standards.
• Ability to work independently and exercise good judgment when handling complex tasks.
• Ability to establish effective working relationships with colleagues, external agencies, and the public.
• Ability to identify issues with records or processes and provide solutions for improvement.

Qualifications

Minimum Requirements:

• Bachelor’s degree or higher.
• 5 years of experience in a similar role within a law enforcement agency, or an equivalent combination of education and experience.
• Possess a valid Driver’s License

Preferred Qualifications:

• Knowledge of police recordkeeping practices and familiarity with federal and state regulations regarding records retention.
• Experience with police records management systems and software.
• Training or certification in records management or a related field.
• Previous supervisory or management experience.

Language, Math, and Reasoning Skills

• Language Skills: Ability to communicate clearly and effectively, both in writing and verbally, with a variety of stakeholders, including law enforcement officers, department staff, and the public.
• Mathematical Skills: Ability to perform basic data entry and review complex records for accuracy.
• Reasoning Ability: Ability to apply common sense understanding in carrying out instructions and performing record audits. Ability to solve complex problems related to records management.

Physical Demands

The physical demands described here 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.

• While performing the duties of this job, the employee is regularly required to talk or hear.
• The employee frequently is required to stand, walk, and sit.
• The employee must occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

EEO Statement

The City of Covington is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workforce that reflects the rich variety of perspectives, backgrounds, and experiences in our community. We encourage individuals from all walks of life to apply and proudly provide equal employment opportunities to all applicants, regardless of race, color, sex (including gender, sexual orientation, and gender identity), religion, national origin, age, disability, or any other protected characteristic.

Qualifications

Salary : $51,863 - $57,050