Job Description

Records Management Specialist

To maintain the integrity of police department records by processing, maintaining, and providing information to the police department and the public.

Supervision Received

Works under the supervision of the Records Supervisor.

Essential Duties and Responsibilities

Responsible for:

• Performing complex interpretation of the Texas Public Information Act, The Texas State Library Retention Schedule, other statutes, and legal decisions pertaining to the maintenance and release of department records;
• Reviewing Texas Attorney General Opinions to determine how previous decisions may apply to current requests;
• Generating cost estimates in response to large Public Information requests.
• Assisting in records management and retention including the Records Management Project;
• Drafting and/or assisting with the draft of legal documents, including opinion requests from the Office of the Texas Attorney General;
• Processing requests under the Texas Public Information Act;
• Providing records related to police department activities and testimony when called upon by the court;
• Managing multiple tasks, assignments, and projects simultaneously while under a deadline;
• Receives and directs or handles visitors in the lobby or over the telephone in obtaining the appropriate services;
• Operates office equipment, hardware, and software including, but not limited to:
  • Multi-line phone with voicemail
  • Cash register
  • Facsimile/copier/printer
  • Shredder
  • Laminator
  • Microfiche
  • Laserfiche
  • SunGard OSSI
  • Windows
  • Microsoft Outlook
  • Microsoft Office
  • Multiple logs and databases;
• Performing clerical duties including, but not limited to:
  • Data entry
  • Review and maintenance of data
  • Reformatting digital information as necessary for dissemination or storage
  • Performing Notary duties
  • Process payments for alarm permits and other department services
  • Conducting daily cash reconciliation
  • Conducting weekly deposits;
• Conducting local criminal records searches for the public and criminal history research as required for departmental use;

Peripheral Duties

• Performs other duties related to the effective operation of the Records Unit and special assignments as assigned by the Records Supervisor.

Desired Minimum Qualifications

Education and Experience:

• High School Graduate or GED equivalent

Necessary Knowledge, Skills, and Abilities:

• Must be able to effectively communicate both verbally and in writing with a high degree of professionalism with both department members and the public.
• Must be proficient in the use of computers, to include operating and/or learning software programs, databases, office equipment and repairing records management software issues by assisting the IT department with trouble shooting.
• Must have adequate reading comprehension and reasoning abilities to interpret statutes and legal correspondence.
• Must be able to provide exceptional customer service skills and determine the needs of visitors.
• Must be detail oriented.
• Must have a valid Texas driver's license.
• Must be able to type 40 words per minute.
• Must be dependable and remain flexible with time off requests. The Records Unit is staffed by four people with a minimum staffing requirement of two people.

Tools and Equipment

Multi-line telephone, computer, copy/fax/scanning machine, office tools, microfilm camera and reader/printer, 10-key, and other equipment commonly associated with an office environment.

Physical Demands

The physical demands described 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 frequently required to sit, walk, talk, and hear. The employee is frequently required to use hands to grasp, touch, handle, or feel objects, tools, or controls, and occasionally reach with hands and arms.

The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this position include vision and the ability to adjust focus.

Occasionally, the need arises for this employee to drive to other locations to perform the tasks of the position.

Work Environment

The employee typically works inside a controlled environment. The work environment is that associated with an administrative public safety support office.

During exceptional and/or critical incidents, employees must report for duty under conditions that may be uncontrolled including, but not limited to:

• Lack of air conditioning or heating
• Extended hours
• Shift work
• Non-office work environment
• Job assignments outside of normal duties deemed essential for the continuance of public safety services.

Selection Guidelines

Formal application; resume, evaluation of education and experience; oral interview and reference check; job related tests may be required.

Selection Process for Records Supervisor

• Typing test
• Preliminary Interview
• Reading and Comprehension test
• Complete a Personal History statement
• Pre-background interview
• Background investigation
• Oral review board
• Conditional job offer
• Polygraph exam
• Medical exam

The selection process takes approximately 2-3 months to be completed.

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