What are the responsibilities and job description for the DATA PROCESSING SYSTEMS MANAGER position at State of Rhode Island?
Class Definition
Classification Summary: To perform a variety of complex technical and administrative support tasks related to the transition, operation, and support for the RISP Statewide Law Enforcement Records Management and Computer Aided Dispatch System, and to do related work as required.
Supervision Exercised: As required, may supervise the work of subordinate technical personnel and others assigned to assist.
Supervision Received: Works under the general supervision of a superior with latitude for the exercise of independent judgment; receives detailed instructions on some complex assignments; work is subject to review usually upon completion for proper application of database management techniques.
Illustrative Examples of Work Performed
Ensure Data Accuracy and Integrity: Oversee data entry, maintenance, and accuracy for police records, ensuring compliance with federal, state, and local regulations.
Manage Record Storage and Security: Ensure that all records are stored securely, access is controlled, and retention schedules are followed.
Data Reporting and Analysis: Prepare data reports for internal use, grants, public information.
Monitor System Performance: Ensure the CAD system is functioning optimally, coordinating maintenance and updates with IT or third-party vendors as needed.
Training and Support: Provide training and support to dispatch and law enforcement staff on RMS/CAD system use and troubleshooting.
Data Integration: Oversee integration between CAD and records management systems, ensuring seamless data flow for real-time access to records by officers.
Workflow Optimization: Analyze CAD workflows to improve response times, streamline communication and provide departmental analysis, ensuring that records are complete, accurate, and accessible.
Policy Development and Implementation: Develop and enforce policies and procedures to ensure the records and CAD systems are used according to department standards and comply with CJIS, HIPAA, and other regulatory requirements.
Regular Audits: Conduct regular audits of records and RMS/CAD data for accuracy, compliance, and quality control, addressing any discrepancies found.
Ensure Confidentiality: Enforce strict protocols for handling sensitive information, including criminal records, personal information, and investigative reports.
Illustrative Examples Of Temporal Tasks Performed
Data Quality Checks: Review new reports, arrests, citations, and other entries in the records management system to ensure data accuracy and consistency.
System Monitoring: Check the status of the RMS/CAD system and address any performance issues or system alerts that could affect dispatch operations.
Handle Records Requests: Review and respond to public records requests or coordinate with staff to fulfill requests in compliance with legal standards.
User Support: Assist officers and staff with questions or issues related to CAD or records systems, including troubleshooting login or access problems.
Review Pending Cases: Go over any pending cases or incomplete records to ensure they’re moving through the workflow, coordinating with investigative staff as needed.
Training Sessions: Conduct training refreshers on RMS/CAD or records system updates, best practices, or policy changes.
Records Audits: Conduct audit of records to ensure they comply with departmental standards, state regulations, and federal guidelines.
Data Integrity Reports: Generate and review reports on data integrity, identifying discrepancies or inconsistencies, and address issues with staff to improve accuracy.
Meet with IT: Conduct reviews with the IT department or system vendors to assess the health of records management and RMS/CAD systems, plan for updates, and discuss any system issues.
Policy and Procedure Review: Assess current records and RMS/CAD procedures, updating policies to reflect new regulations, technologies, or departmental needs.
System Training: Conduct comprehensive training sessions for staff on new CAD/RMS features, security updates, or revised data entry standards.
Interdepartmental Coordination: Meet with patrol, investigative, and administrative units to discuss any specific records or dispatch needs, identifying ways to improve coordination. Coordinate with Statewide Law enforcement Liaison Officers on any Agency specific issues.
Annual Compliance Audit: Conduct a thorough review of records and CAD processes to ensure compliance with all regulatory standards, preparing for any state or federal audits.
To Do Other Related Work, As Required.
Required Qualifications for Appointment
Required Qualifications For Appointment
Knowledge, Skills, Abilities and Other (KSAO): Technical expertise in Records Management Systems and Computer-Aided Dispatch is essential for the support of current and future systems. Understanding database management systems and software development lifecycle (SDLC). Familiarity with cybersecurity principles and data protection regulations as it applies to RMS/CAD implementations. Excellent communication skills for interfacing with management, including law enforcement officials, IT professionals, and vendors. Interpersonal skills, strong problem-solving abilities and adaptability to address support challenges. Conflict resolution skills to manage disputes to maintain efficient decision making. Organizational skills to ensure goals and user needs are met.
Education: Such as may have been gained through graduation from a junior college or technical school of recognized standing, or a bachelor’s degree in a related field of study. Project Management Professional (PMP) certification a plus.
Experience: 5 years of Records Management and Computer Aided Dispatch experience, preferably in large-scale database implementations. Experience with law enforcement or public safety systems, particularly RMS and CAD.
Supplemental Information
The successful candidate must pass a comprehensive background investigation conducted by the Rhode Island State Police.
For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.
Also, be advised that a new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.
Classification Summary: To perform a variety of complex technical and administrative support tasks related to the transition, operation, and support for the RISP Statewide Law Enforcement Records Management and Computer Aided Dispatch System, and to do related work as required.
Supervision Exercised: As required, may supervise the work of subordinate technical personnel and others assigned to assist.
Supervision Received: Works under the general supervision of a superior with latitude for the exercise of independent judgment; receives detailed instructions on some complex assignments; work is subject to review usually upon completion for proper application of database management techniques.
Illustrative Examples of Work Performed
Ensure Data Accuracy and Integrity: Oversee data entry, maintenance, and accuracy for police records, ensuring compliance with federal, state, and local regulations.
Manage Record Storage and Security: Ensure that all records are stored securely, access is controlled, and retention schedules are followed.
Data Reporting and Analysis: Prepare data reports for internal use, grants, public information.
Monitor System Performance: Ensure the CAD system is functioning optimally, coordinating maintenance and updates with IT or third-party vendors as needed.
Training and Support: Provide training and support to dispatch and law enforcement staff on RMS/CAD system use and troubleshooting.
Data Integration: Oversee integration between CAD and records management systems, ensuring seamless data flow for real-time access to records by officers.
Workflow Optimization: Analyze CAD workflows to improve response times, streamline communication and provide departmental analysis, ensuring that records are complete, accurate, and accessible.
Policy Development and Implementation: Develop and enforce policies and procedures to ensure the records and CAD systems are used according to department standards and comply with CJIS, HIPAA, and other regulatory requirements.
Regular Audits: Conduct regular audits of records and RMS/CAD data for accuracy, compliance, and quality control, addressing any discrepancies found.
Ensure Confidentiality: Enforce strict protocols for handling sensitive information, including criminal records, personal information, and investigative reports.
Illustrative Examples Of Temporal Tasks Performed
Data Quality Checks: Review new reports, arrests, citations, and other entries in the records management system to ensure data accuracy and consistency.
System Monitoring: Check the status of the RMS/CAD system and address any performance issues or system alerts that could affect dispatch operations.
Handle Records Requests: Review and respond to public records requests or coordinate with staff to fulfill requests in compliance with legal standards.
User Support: Assist officers and staff with questions or issues related to CAD or records systems, including troubleshooting login or access problems.
Review Pending Cases: Go over any pending cases or incomplete records to ensure they’re moving through the workflow, coordinating with investigative staff as needed.
Training Sessions: Conduct training refreshers on RMS/CAD or records system updates, best practices, or policy changes.
Records Audits: Conduct audit of records to ensure they comply with departmental standards, state regulations, and federal guidelines.
Data Integrity Reports: Generate and review reports on data integrity, identifying discrepancies or inconsistencies, and address issues with staff to improve accuracy.
Meet with IT: Conduct reviews with the IT department or system vendors to assess the health of records management and RMS/CAD systems, plan for updates, and discuss any system issues.
Policy and Procedure Review: Assess current records and RMS/CAD procedures, updating policies to reflect new regulations, technologies, or departmental needs.
System Training: Conduct comprehensive training sessions for staff on new CAD/RMS features, security updates, or revised data entry standards.
Interdepartmental Coordination: Meet with patrol, investigative, and administrative units to discuss any specific records or dispatch needs, identifying ways to improve coordination. Coordinate with Statewide Law enforcement Liaison Officers on any Agency specific issues.
Annual Compliance Audit: Conduct a thorough review of records and CAD processes to ensure compliance with all regulatory standards, preparing for any state or federal audits.
To Do Other Related Work, As Required.
Required Qualifications for Appointment
Required Qualifications For Appointment
Knowledge, Skills, Abilities and Other (KSAO): Technical expertise in Records Management Systems and Computer-Aided Dispatch is essential for the support of current and future systems. Understanding database management systems and software development lifecycle (SDLC). Familiarity with cybersecurity principles and data protection regulations as it applies to RMS/CAD implementations. Excellent communication skills for interfacing with management, including law enforcement officials, IT professionals, and vendors. Interpersonal skills, strong problem-solving abilities and adaptability to address support challenges. Conflict resolution skills to manage disputes to maintain efficient decision making. Organizational skills to ensure goals and user needs are met.
Education: Such as may have been gained through graduation from a junior college or technical school of recognized standing, or a bachelor’s degree in a related field of study. Project Management Professional (PMP) certification a plus.
Experience: 5 years of Records Management and Computer Aided Dispatch experience, preferably in large-scale database implementations. Experience with law enforcement or public safety systems, particularly RMS and CAD.
Supplemental Information
The successful candidate must pass a comprehensive background investigation conducted by the Rhode Island State Police.
For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.
Also, be advised that a new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.
