Records Specialist

Records Specialist

The City of Cibolo is seeking a highly motivated Records Specialist to join our team. The purpose of this position is to act as a lead worker and support specialist in support of the Police Records Section and is responsible for completing complex clerical work in the functions of a Records Clerk; organizational tasks and duties, preparing statistical data, researching and implementing technology; processing open records request; maintain police records; proper use of various law enforcement technology and video redaction; process alarm permits; process animal registration and soliciting permits; and provide other clerical support as required. This is accomplished by revising and proofreading various documents and legal documents, reviewing and correcting reports; researching and obtaining criminal histories and other pertinent records; maintaining filing systems; issuing permits; managing cash; making daily deposits; and directing calls and persons to the correct departments. Other duties may include handling inventory, training new officers in records protocol, and handling ID badges. This role would also assist with any other duties as assigned by the Police Chain of Command.

This role also promotes and exhibits the City's core values in daily behavior Professional Development, Accountability, Respect, Teamwork, and Integrity.

Essential Functions:

1. Performs advanced clerical duties in accordance with Cibolo Police Department policy and procedures, including data entry, record keeping, and preparing and processing documents; duties may vary according to job assignment.
2. Supports the relationship between the City of Cibolo and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors and City staff; maintains confidentiality of work-related issues and City information.
3. Assists with records management by taking calls and interacting with the public, transferring individuals to the correct extensions.
4. Transcribes and processes Officer reports, processes information requests and maintains files and database records; assists customers with payments, reports, applications and technical documents.
5. Preparing prosecution and arrest packets for local legal offices; reviewing police reports for completeness and accuracy, correcting reports as necessary to include criminal history information utilizing proprietary computer systems, creating cover sheets for case submissions, and sending affiliated paperwork to Texas Department of Public Safety.
6. Assisting the public and outside agencies through communication channels while representing the department with strict professionalism under frequently stressful and emotional situations.
7. Provides additional support to the department by handling inventory and processing requests for office supplies.
8. Assists investigations by obtaining criminal history records via proprietary computer system; contacting other agencies to obtain related information; running and distributing criminal information for patrols and court personnel; assisting warrant officer as necessary; and conducting driver license, license plate, and criminal history checks for the municipal court.
9. Performs analytical assessment and decision-making in clerical duties in accordance with policy and procedures, including data entry, record keeping, and preparing and processing documents; duties may vary according to job assignment.
10. Completes report requests and research assignments; assists customers with permit applications and technical documents; receives and tracks payments.
11. Maintains the confidentiality of all records and information.
12. Supports the departmental operations with regular and timely attendance.
13. Perform all other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge and understanding of the mission statement and values of the City of Cibolo Police Department.
• Knowledge of City policies and procedures.
• Knowledge in policies, rules, and regulations governing the management and safety of police records.
• Advance knowledge of the use and application of computer software relevant to this position, i.e., Microsoft Word, Excel, Windows, etc.
• knowledge of general office equipment and telephone system.
• Advance knowledge of the Open Records Act and the ability to make decisions on policies, procedures and laws pertaining to the Open Records Act and TX DOT laws governing crash reports.
• Ability to communicate effectively with people in a variety of stressful, traumatic or emergency situations.
• Ability to read and write instructions, correspondence, and memos.
• Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
• Ability to read, analyze, interpret and evaluate police reports and research police standards and procedures, city policies and guidelines and applicable State and Federal rules and regulations.
• Ability to perform detailed clerical work accurately, organize and maintain accurate records and files.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Ability to speak, communicate and write effectively in English, using excellent grammar.
• Advance skills in explaining laws and regulations and following verbal and written instructions and procedures

Minimum Requirements:

• Two or more years of experience in law enforcement.
• High School Graduate or General Education Degree (GED)
• Valid Texas Class C Driver's License
• Preferred, but can receive while on the job:
  • TLETS Certification
  • NCIC/TCIC full access,
  • INTERPOL
  • CJIS

• The candidate must never have been convicted, put on court-ordered community supervision, or probation for any criminal offense above the grade of Class B Misdemeanor or a Class B Misdemeanor within the last ten years from the date of the court order. Class A Misdemeanor Conviction, Deferred Adjudication, or Felony Conviction are permanent disqualifiers.
• Must pass a Federal/National criminal background check and credit check.
• Must be in compliance with the department's drug policy.

Compensation: $18.51/hr. to $27.76/hr. (DOE). Full-time (40 hours a week).

This role includes an outstanding fringe benefits package which includes 100% fully paid employee health, vision, dental, and life insurance, generous retirement package, 13 paid holidays plus 1 floating holiday, 2 weeks of vacation, and so much more!

If you have any questions, please reach out to the People & Performance team at View email address on click.appcast.io.

This job will stop accepting applications on Monday, July 13, 2026.