Police Records Specialist

Police Records Specialist

This is a temporary position and will not extend beyond the designated timeframe unless an extension is formally approved by the City Manager's Office. The Police Records Specialist supports the Police Department by maintaining accurate records, processing reports and requests, and providing high-quality customer service to the public and internal departments. This position requires strong attention to detail, the ability to manage sensitive information, and the capacity to work effectively in a fast-paced, high-stress environment.

Essential Functions

The following list highlights the main responsibilities of this position. While it covers the core tasks, it may not include every duty that could be assigned. Temporary staff members may be asked to take on other responsibilities as needed to support the team and department.

• Provides front-line customer service to the public, responding to inquiries, complaints, and requests for police records.
• Processes accident and offense reports, open records requests, and background checks.
• Performs data entry, document scanning, and maintains records in RMS and CAD systems.
• Balances daily receipts, issues reports and receipts, and handles monetary transactions.
• Verifies visitor identification and manages visitor access to the department.
• Reviews incident and arrest reports for accuracy and completeness.
• Submits monthly UCR and NIBRS reports to the Department of Public Safety.
• Responds to information requests from external agencies and ensures proper documentation is submitted.
• Assists with the records destruction process under the direction of the Records Supervisor and may occasionally act on their behalf when delegated.
• May attend court hearings and provide testimony regarding records procedures.
• Participates in emergency response efforts and attends training as required.

Minimum Requirements & Preferred Qualifications

MINIMUM REQUIREMENTS

• High school diploma or equivalent.
• At least one (1) year of experience in police records or open records processing, or two (2) years of administrative experience that includes direct customer interaction in an office or government setting.
• Valid Texas Driver's License with an acceptable driving record.

PREFERRED QUALIFICATIONS

• Bilingual in Spanish.
• Familiarity with the Texas Public Information Act and Uniform Crime Reporting guidelines.

Competencies And Environment

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of records management systems (RMS), CAD, and Microsoft Office Suite.
• Strong understanding of police terminology and recordkeeping procedures.
• Ability to interpret and apply complex written and oral instructions.
• Ability to communicate clearly and professionally in both verbal and written formats.
• Ability to maintain confidentiality and handle sensitive information.
• Demonstrated skill in providing courteous and effective service in an office or law enforcement environment.
• Skilled in multitasking and working under pressure.
• Familiarity with legal and regulatory requirements related to public records.
• Ability to coordinate with internal and external individuals professionally.

PHYSICAL DEMANDS

This position requires the ability to lift up to 10 pounds occasionally. Frequent activities include sitting, handling, fine dexterity, vision, hearing, and talking. Occasional activities include standing, walking, and bending. Rare activities include lifting, carrying, pushing/pulling, reaching, kneeling, crouching, crawling, twisting, climbing, balancing, and using foot controls.

WORK ENVIRONMENT

Work is primarily performed in an office setting. The role may involve exposure to infectious diseases, criminal offenders, and irate members of the public. This is a safety-sensitive position.