Police Records Clerk

City of Royse City•Royse City Police Department, TX

12h

About The Position

Under the direction of the Police Records Manager, the Police Records Clerk performs administrative, clerical, and technical support functions for the Police Department. The role processes law enforcement documents and records, performs data entry, maintains the accuracy, integrity, and security of police records, responds to public and interagency information requests, and provides customer service in person, by telephone, and through electronic communications. The position uses records management systems, open records software, and other specialized computer applications. It also processes juvenile records, assists with records-related reporting and validation requirements, supports departmental operations, and performs Crime Victims Advocate duties as assigned. The Police Records Clerk prepares and maintains police records and prosecution documentation, processes open records requests under the Texas Public Information Act and other applicable laws, and handles requests from authorized governmental entities. The position coordinates the collection and review of responsive records, applies disclosure and redaction requirements, tracks requests and deadlines, calculates and collects fees, and maintains related receipts and financial documentation. Additional duties include cashiering, data entry, filing, correspondence, mail distribution, assisting with workload demands and backlogs, and other related work as required. General supervision is provided by the Police Records Manager. The position requires a high school diploma or GED and three years of experience in a public safety-related field or in administrative, clerical, records management, or similar office support work. Applicants must meet the stated criminal-history and bondability requirements and possess a valid Texas Class C driver's license before employment. CJIS and Privacy Training must be completed within the first five business days and maintained throughout employment. TCIC/TLETS certification or applicable training must be completed within six months and maintained as applicable to assigned duties. A Texas Notary Public commission must be obtained within six months if required by the supervisor.

Requirements

High school diploma or General Education Development (GED) certificate.
Three years of experience in a public safety-related field or in administrative, clerical, records management, or similar office support work.
No criminal convictions above the level of a Class B misdemeanor within the last ten years.
No criminal convictions related to family violence.
Ability to be bonded as required by section 3.17 of the City Charter; must remain bondable throughout employment as required for the position.
Valid Texas Class C driver's license prior to employment.
Successfully complete CJIS and Privacy Training within the first five business days of employment and maintain it throughout employment.
Successfully complete TCIC/TLETS certification or applicable required training within the first six months of employment and maintain it throughout employment, as applicable to assigned duties.
Meet any legal requirements to be a Texas Notary Public and become one within six months of employment if required by the supervisor; maintain notary status if required by the supervisor.
Knowledge of police records functions, policies, procedures, documentation requirements, and laws and ordinances governing the preparation, maintenance, confidentiality, and release of law enforcement records.
Knowledge of the Texas Public Information Act and applicable state and federal laws governing public information, records retention, disclosure, and confidentiality.
Knowledge of records management systems, database entry and maintenance procedures, and review and verification of law enforcement records.
General knowledge of CJIS requirements, UCR and NIBRS reporting standards, and applicable state and federal reporting requirements.
Ability to learn and use records management systems, JustFOIA or other open records software, databases, and office applications, including word processing and spreadsheets.
Ability to review, proofread, organize, and process documents accurately and efficiently with attention to detail.
Ability to manage multiple assignments, prioritize workload, meet deadlines, and produce accurate work in a timely manner.
Ability to communicate effectively and professionally, orally and in writing, with coworkers, supervisors, department personnel, the public, and representatives of other governmental agencies.
Ability to explain records request procedures and requirements clearly, respond appropriately to customer concerns, and remain professional in challenging situations.
Ability to exercise sound judgment, maintain confidentiality, and make appropriate decisions when handling sensitive or restricted information.
Ability to follow written, oral, and diagrammatic instructions and apply established policies, procedures, and legal requirements.
Ability to organize work, manage time and resources, and adapt to changing priorities, heavy workloads, and staffing needs.
Ability to work independently when appropriate and contribute effectively as a team member.
Ability to establish and maintain professional working relationships with internal staff, external agencies, and the public.
Demonstrate integrity, dependability, accountability, initiative, and a strong commitment to customer service and results.
Ability to perform coordinated movements needed to operate a computer keyboard, calculator, and standard office equipment.
Adequate vision to read printed materials and computer screens, and hearing and speech necessary to communicate in person and by telephone.

Nice To Haves

Experience working for a municipal government processing open records requests in compliance with the Texas Public Information Act.
Experience working as a Crime Victims Advocate.

Responsibilities

Process, review, proofread, enter, maintain, and file police records, reports, and law enforcement documentation accurately and in compliance with applicable laws and departmental procedures.
Prepare and maintain police records and prosecution documentation, including arrest reports, warrants, citations, fingerprint cards, and juvenile records.
Protect the security, confidentiality, and integrity of police records and handle and release information according to applicable laws and department policies.
Process Criminal Trespass Warnings, Police Rider Request forms, and other records-related documentation.
Assist with records management, data verification, and applicable reporting requirements, including CJIS, UCR, NIBRS, NCIC, and TCIC functions as assigned.
Answer telephone calls, respond to public inquiries, route requests, and provide professional customer service to department personnel, other agencies, and the public.
Receive, review, track, and process open records requests in accordance with the Texas Public Information Act and other applicable laws and required time frames.
Coordinate the collection and review of responsive records, consult with legal counsel and appropriate personnel as necessary, and review records for disclosure and redaction requirements using designated software.
Calculate open records fees, collect payments, prepare receipts, maintain financial documentation, and explain procedures and charges to requestors.
Process police records and information requests from authorized governmental entities, including the District Attorney's Office, Child Protective Services, Probation and Parole, and other law enforcement agencies, as assigned.
Perform cashiering, data entry, filing, document preparation, correspondence, mail distribution, and other general administrative duties.
Perform Crime Victims Advocate duties, including providing information, assistance, and referrals; communicating available resources; maintaining documentation and confidentiality; and coordinating with service providers.
Assist department personnel with records-related assignments, workload demands, backlogs, and other operational needs.
Operate computers, records management systems, specialized software, and standard office equipment needed for assigned duties.
Maintain effective working relationships, use sound judgment, handle sensitive information appropriately, and remain professional in challenging situations.
Perform other related duties as required and report to work regularly and promptly.