Open Records Technician

City of Lewisville, TX • Cocoa, FL

1d • $49,421 - $65,246

About The Position

The Open Records Technician processes requests for public information for Police Department staff, the public, and other governmental agencies. The role also performs routine clerical functions, including typing, filing, answering telephones, maintaining and retrieving records, and collecting payments for Police Department services.

The technician coordinates responses to records requests under the Texas Public Information Act and other state statutes, gathers information from Police Department divisions, reviews requests for potential Attorney General opinions in coordination with the City Attorney’s office, and prepares, proofreads, redacts, and reproduces records and legal documents. The position assists members of the public with submitting and retrieving records and requests, processes background checks and police report copies, and uses records and document management systems to enter, scan, retrieve, and report information.

This is a primarily sedentary office position in an environment with moderate noise, controlled temperatures, and no direct exposure to hazardous physical substances. The schedule is the City of Lewisville’s flexible work week, typically Monday through Thursday from 7:30 a.m. to 5:30 p.m. and Friday from 7:30 a.m. to 11:30 a.m. The annual salary range is $49,421–$65,246, with a hiring range of $49,421–$52,752.

Requirements

• High school diploma or GED.
• Four years of responsible office administration experience.
• Must possess or obtain certification as a Notary in the State of Texas within six months of employment and maintain certification throughout employment.
• Must submit to and pass a criminal background check and pre-employment drug test.
• Must pass a background and polygraph examination.
• Must have an acceptable credit history.
• Knowledge of general office procedures and practices, records management and/or electronic document management systems, the Public Information Act, and basic legal research.
• Skill in interpreting the law and communicating clearly with citizens.
• Skill in operating office equipment, including a photocopier and telephone, and performing general office and clerical tasks.
• Ability to deal with the public and City personnel, answer questions, and relay information to appropriate parties.
• Ability to maintain confidentiality; communicate effectively orally and in writing; and use grammar and writing skills effectively.
• Ability to navigate multiple programs to find information and multitask amid frequent interruptions.
• Ability to use a personal computer, Microsoft Office, Open Office or similar word-processing programs, email, and the internet.
• Ability to work accurately and thoroughly, follow instructions and standard operating procedures, take responsibility for actions, attend work regularly, and work effectively with people regardless of age, gender, race, ethnicity, religion, or job type.
• Ability to meet the position’s physical demands, with or without reasonable accommodation, including lifting, carrying, pushing, and pulling materials and objects weighing up to 25 pounds.

Nice To Haves

• Experience with advanced public information requests (Open Records), Police records, and/or legal administration.

Responsibilities

• Respond to governmental records requests within deadlines established by the Texas Public Information Act and other state statutes.
• Coordinate collection of requested information within the Police Department and route requests to appropriate divisions.
• Review information requests and determine which require an opinion from the Office of the Attorney General; coordinate those requests with the City Attorney’s office.
• Prepare, revise, and proofread complex legal documents, including locating, compiling, redacting, and reproducing records.
• Assess charges for open records requests in accordance with state guidelines.
• Redact confidential information from records before release.
• Assist citizens in person or by telephone, email, or fax with submitting or retrieving requests and records, including arrest, offense, incident, and accident reports; forms and citations; open records requests; warrants; affidavits; and protective orders.
• Answer telephones and route calls to appropriate parties.
• Enter records into a records management system and prepare reports from it.
• Scan reports into an electronic document management system.
• Process background checks, open records requests, and police report-copy requests from citizens, private entities, and public agencies.
• Collect payments for services related to open records requests.
• Contact internal stakeholders to coordinate the collection and dissemination of releasable information.
• Perform other related duties as assigned.

Benefits

• The posting describes a competitive total rewards package and invites candidates to explore employee benefits, but does not specify individual benefits.
• The work-week schedule includes a shorter Friday and is described as supporting work-life balance.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED