Police Records Specialist
About The Position
The Police Records Specialist is responsible for maintaining the integrity of police department records by processing, maintaining, and providing information to the police department and the public. This role involves complex interpretation of various statutes and legal decisions pertaining to record maintenance and release, assisting with records management projects, drafting legal documents, and processing public information requests. The specialist will also provide records for court testimony, manage multiple tasks under deadlines, and handle public inquiries. Clerical duties include data entry, reformatting digital information, performing notary duties, processing payments, and conducting cash reconciliation and deposits. Additionally, the role involves conducting local criminal records searches for the public and departmental use.
Requirements
- High School Graduate or GED equivalent
- 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.
Nice To Haves
- Performing Notary duties
Responsibilities
- 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
- Performs other duties related to the effective operation of the Records Unit and special assignments as assigned by the Records Supervisor
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
