Records/CJIS Administrator

Summary: Under the direction of the Dispatch Director or designee, the Records/CJIS Administrator is responsible for overseeing the operation, compliance, security, and integrity of the National Crime Information Center (NCIC), Criminal Justice Information Services (CJIS), and related criminal justice information systems within the agency. This position ensures compliance with FBI CJIS Security Policy, state regulations, and agency policies and procedures. 

The Records/CJIS Administrator provides leadership, guidance, training, and oversight for personnel assigned to NCIC-related duties. This position may also provide assistance to TACs at the Sheriff's Office (LCSO), Detention Center (LCDC), Deming Police Department (DPD), and Courts.  

Essential Duties and Responsibilities: The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Serve as the agency's primary point of contact with state and federal agencies regarding NCIC and CJIS operations, compliance, and security requirements.

• Develop, implement, maintain, and update NCIC, CJIS, and records-management policies, procedures, and operating guidelines.

• Train, mentor, and evaluate assigned personnel, including Assistant NCIC TACs.

• Conduct and oversee required audits, validations, quality assurance reviews, and compliance inspections related to NCIC and CJIS operations.

• Ensure agency personnel, vendors, visitors and other people with access to dispatch maintain required certifications, training, and recertification for access to NCIC and CJIS systems.

• Conduct third-party checks and maintain required documentation and records associated with NCIC entries and transactions.

• Assist with and oversee monthly validation processes and related reporting requirements.

• Coordinate with Information Technology staff and agency administration to ensure the security and integrity of CJIS-related hardware, software, networks, and data.

• Oversee the entry, modification, validation, and removal of records within NCIC and other authorized criminal justice databases.

• Review records, logs, transactions, and reports for accuracy, completeness, and compliance with applicable regulations and policies.

• Provide guidance, technical support, and training to agency personnel regarding NCIC and CJIS operations.

• Attend and participate in division, departmental, interagency, and professional meetings as required.

• Attend and successfully complete job-related training, conferences, and continuing education programs as required or authorized.

• Assist other agency TACs, including those assigned to LCSO and LCDC, when needed.

• Perform other duties as assigned.

Additional Duties: 

May obtain certification as a Public Safety Telecommunicator and assist with communications center staffing and shift coverage as operational needs require.

Works closely with the Luna County IPRA Coordinator to ensure proper handling of Inspection of Public Records Act (IPRA) requests involving criminal justice records, while maintaining CJIS confidentiality and security requirements.

Minimum Qualification Standards

Education

• High school diploma or equivalent required.
• Associate degree or higher in Criminal Justice, Public Administration, Information Systems, or a related field preferred.

Experience

Minimum of three (3) years of experience involving NCIC operations, CJIS compliance, records management, public safety communications, law enforcement, or related criminal justice information systems preferred.

Minimum of two (2) years of administrative, clerical, records management, or office management experience required. Experience maintaining confidential records, preparing reports, managing documentation, and coordinating compliance-related activities preferred.

Prior supervisory or lead-worker experience preferred.

Required Qualifications

• Must be at least eighteen (18) years of age.
• Must be a United States citizen.
• Must possess and maintain a valid driver's license.
• Must successfully pass a pre-employment drug screening.
• Must successfully pass a fingerprint-based national criminal history background check and maintain eligibility as required by CJIS standards.
• Must be able to obtain and maintain all required NCIC, CJIS, and state certifications.
• Must maintain confidentiality and demonstrate a high degree of integrity when handling criminal justice information.

Supervision:

Works under the direction of the Dispatch Director or Designee

Supervisory Responsibilities:

N/A

Knowledge, Skills, and Abilities:

• Thorough knowledge of FBI CJIS Security Policy and NCIC operating procedures.

• Knowledge of criminal justice records systems and applicable state and federal regulations.

• Ability to interpret and apply policies, procedures, and legal requirements.

• Ability to conduct audits, validations, and compliance reviews.

• Ability to supervise, train, and evaluate personnel.

• Strong organizational, analytical, and problem-solving skills.

• Effective written and verbal communication skills.

• Ability to maintain confidential and sensitive information.

• Proficiency with computer systems, records management systems, and standard office software.

Physical Demands:

Must be physically able to operate a variety of standard office machines and equipment, including a motor vehicle, computer, calculator, telephone, cell phone, copier, fax machine, and scanner. The employee must routinely lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds. The employee is frequently required to sit, speak, hear, enter data into computerized spreadsheets, and use word processing and presentation software. Vision requirements include the ability to read routine and complex documents and use a computer. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.

Work Environment:

Work is typically performed in an office environment with a generally quiet to moderate noise level. The position requires frequent interaction with agency personnel, criminal justice partners, and the public. Work is often time-sensitive and subject to changing priorities, deadlines, audits, validations, and compliance requirements. The employee must be able to manage multiple tasks simultaneously and respond effectively to urgent requests. The work may involve exposure to sensitive and confidential criminal justice information and can be stressful at times.