Records Information Coordinator

NORTH TEXAS EMERGENCY COMMUNICATION CENTER INC•Carrollton, TX

9d•$52,236 - $72,881•Onsite

About The Position

The Records and Information Coordinator performs professional and administrative work supporting NTECC’s agency-wide records and information management function. The position coordinates the organization, maintenance, retrieval, retention, preservation, and authorized disposition of physical and electronic records; processes records requests and formal document production; maintains records systems and tracking information; and works with NTECC departments, member agencies, courts, attorneys, law enforcement partners, and other authorized parties to ensure records are accurate, secure, accessible, and appropriately maintained. This role coordinates records requests from initial receipt through completion, prepares and redacts records as required, tracks subpoenas and court notifications, and supports legal, audit, investigation, and litigation-related document production. It maintains request logs, due dates, release documentation, inventories, retention information, audit trails, filing systems, and records procedures. The coordinator also supports digitization, data migration, preservation, archival, and records-retention projects, prepares reports, calculates and collects applicable request fees, and authorizes and ensures records destruction when applicable. The position is primarily office-based in a call center/dispatch environment. Work takes place in a fast-paced, high-volume setting that requires alertness and responsiveness while coordinating stressful situations. NTECC is an Equal Opportunity Employer and provides reasonable accommodation to employees and members of the public with disabilities.

Requirements

High school diploma or equivalent and three years of progressively responsible experience in records administration, document management, legal support, municipal government, public safety, emergency communications, information management, or a related field.
Familiarity with the Texas Public Information Act and applicable Texas and federal public-records, information-disclosure, confidentiality, and records-retention laws and regulations.
Experience coordinating records requests, maintaining physical and electronic records, and handling confidential or sensitive information.
Proficiency with Microsoft 365 and ability to learn specialized records, document-management, audio-recording, CAD, and request-tracking systems.
Knowledge of professional records organization, filing, indexing, storage, retrieval, and document control practices.
Ability to maintain accurate physical and electronic records and to learn and apply NTECC policies, retention practices, request procedures, and records-handling requirements.
Ability to research, locate, compile, organize, and prepare information from multiple sources and systems.
Ability to exercise discretion, maintain confidentiality, and use sound professional judgment.
Strong analytical, organizational, problem-solving, time-management, professional writing, customer service, and interpersonal communication skills.
Ability to communicate effectively with people at all organizational levels and with external agencies and requestors.
Ability to work independently, follow procedures, escalate matters requiring management or legal review, and establish effective working relationships across departments and with member agencies and public-safety partners.
Must maintain any licenses or certifications required to perform assigned duties.
Ability to meet the essential physical demands and working conditions, with or without reasonable accommodation.

Nice To Haves

Associate degree or higher in records or information management, public administration, business administration, legal studies, criminal justice, or a related field.
Professional certification in records management, information governance, document management, or a related field.
Certified Records Analyst (CRA), Certified Records Manager (CRM), Information Governance Professional (IGP), or comparable professional designation.
Training or certification related to public records, records retention, electronic document management, or information security.

Responsibilities

Coordinate NTECC’s records and information management activities across departments.
Serve as a primary contact for internal and external records-related inquiries and requests.
Receive, review, log, prioritize, and track records requests from receipt through completion.
Retrieve and prepare agency records, including calls, radio recordings, CAD documents, administrative records, contracts, policies, correspondence, training records, and personnel-related documents.
Review requests for completeness and contact requestors when clarification or additional information is needed.
Redact records as required and identify restricted or sensitive records for referral to designated leadership, the Office of Attorney General, or legal counsel.
Track subpoenas, court notifications, and outcomes; assist leadership and legal counsel with subpoenas, litigation-related requests, investigations, audits, legal holds, and formal document production.
Represent NTECC and attest to records at legal proceedings and hearings.
Maintain accurate request logs, due dates, correspondence, release documentation, records inventories, retention information, and audit trails.
Audit and organize internal documents, including digitizing printed documents and organizing them in the document management system.
Establish and maintain physical and electronic filing systems, including file names, indexes, folder structures, classification methods, and retrieval practices.
Coordinate records digitization, data migration, file organization, inventory, cleanup, preservation, and archival projects.
Develop and maintain records procedures, forms, reference materials, desk guides, file plans, and other operational resources.
Track records activity and prepare routine reports on request volume, response status, processing timelines, records inventories, and operational needs.
Calculate and assess records-request fees; provide invoices, accept and process payments, and maintain financial and transactional records in compliance with applicable requirements.
Track records retention rules and authorize and ensure destruction of records when applicable.
Perform other duties as assigned.