Records Specialist

Records Specialist

The Records Specialist performs clerical, technical, and administrative duties related to the processing, maintenance, retention, and release of police records. This position ensures the accuracy, security, and compliance of all records produced by the Police Department while providing a high level of customer service to the public, outside agencies, and internal staff. Work involves data entry, digital preservation, records review, public information processing, and support of case filing activities. The position maintains the integrity of police records by providing security and preserving the chain of custody as mandated by state law. Ensure records and evidence are accurate, complete, logged, and secured for safekeeping and retrieval. This role requires specialized knowledge of state laws and departmental rules and acute attention to detail. Due to the sensitive and confidential nature of information processed, employees exercise considerable discretion and must be able to multitask effectively.

Essential Job Functions

• Receive, review, verify, enter, and maintain physical, electronic, and digital police records, including arrest reports, offense reports, crash reports, warrants, and witness statements.
• Preserve records and manage electronic evidence in accordance with departmental procedures and applicable laws.
• Review offense, arrest, and accident reports to ensure completeness, accuracy, proper coding, and compliance with NIBRS and other reporting standards.
• Complete monthly submissions for Uniform Crime Reporting (UCR) to the State of Texas.
• Process case filings by collecting all related documentation, investigative details, and digital media, and electronically submit cases to the appropriate prosecuting office.
• Prepare case packets for submission to the appropriate prosecuting office by gathering all documents submitted by officers, including copies of 9-1-1 calls, body camera videos, in-car camera videos, and other digital media evidence.
• Receive, track, respond to, and manage Open Records Requests in accordance with the Texas Public Information Act.
• Enter accident reports, case dispositions, records checks, and other related documents into the software system accurately and timely.
• Assist customers in person, by phone, email, or fax with requests for reports, forms, background checks, warrants, affidavits, and other records.
• Process interagency requests from prosecuting offices, other investigative agencies, and other law enforcement agencies.
• Assist with Public Information Act requests, including review and redaction of records prior to release.
• Prepare detailed reports as needed, track crime stats and trends, and perform data entry and document management tasks.
• Assist with records retention compliance, including preparing records for destruction in accordance with approved retention schedules.
• Provide courteous, professional customer service to citizens, coworkers, and outside agencies.
• Perform a variety of administrative and clerical support functions for the Criminal Investigations Division, including preparing criminal cases and answering calls.
• Provide technical support for operating department office equipment.
• Regular, reliable, and punctual attendance is required.
• Perform other duties as assigned.

Knowledge, Skills and Abilities

• Modern office procedures and equipment
• Law enforcement records management principles, terminology, and systems
• Records retention schedules and digital preservation practices
• Texas Public Information Act and applicable federal, state, and local laws
• Criminal Justice Information (CJI) and Criminal History Record Information (CHRI) handling requirements
• Records Management Systems (RMS), Computer Aided Dispatch (CAD), and electronic document management systems
• Principles and official procedures for the collection, storage, and retrieval of property and evidence
• Strong attention to detail, organization, and accuracy
• Ability to work under pressure, prioritize tasks, and adapt to changing environments
• Professional communication skills, both written and verbal
• Ability to maintain strict confidentiality and exercise sound judgment and discretion in matters of a sensitive and confidential nature
• Customer service principles and techniques
• Ability to learn new software applications and technology platforms
• Ability to process multiple tasks simultaneously while maintaining accuracy.
• Ability to obtain required certifications and training, including Public Information Act training, NIBRS training, CJIS Security Awareness, TLETS/TCIC access training.

Education and Experience

• High School Diploma or GED
• At least one (1) year of clerical or customer service experience; public safety records experience preferred
• Valid Texas Driver's License
• Notary Public required within 6 months of hire
• Computer proficiency, including data entry and word processing