RECORDS CLERK

Job Title

Under direction of the Administration Sergeant, is responsible for maintaining the integrity of the Rockwall Police records by providing security and preserving the chain of custody as mandated by state law. Employees in this class ensure records and evidence are accurate, complete, logged, and secured for safe keeping and retrieval. Position maintains current knowledge of open record regulatory practices for the purpose of assisting the public with requests. Work requires specialized knowledge of state laws and departmental rules and regulations, and acute attention to detail. Due to the sensitive and confidential nature of information processed, employees in this class exercise considerable discretion in performing duties. Position requires the ability to multitask.

Essential Functions

Position requires regular contact with the public in situations that may involve conflict and require considerable judgment and tact dealing with sensitive and confidential issues. Answers telephone inquiries and greet and assist all visitors/customers as required. Performs follow up on customer concerns and inquiries and is responsible for ensuring that customers receive appropriate services and information.

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.

Maintain Class C arrests, monetary deposits, expunctions and work with external reporting systems on turning in timely and accurate information according to state and federal laws.

Prepare case packets for submission to District Attorney Office by gathering all documents submitted by arresting officer(s); making copies of 9-1-1 calls, body camera videos and patrol car camera videos. Run TCIC/NCIC reports as necessary to complete the case packet.

Required to report for work punctually, work all scheduled hours, and any required overtime as deemed necessary. Must maintain a physical condition and standards necessary for the proper performance of duties, with or without accommodation.

Education and Experience

High school diploma or GED; supplemented by (5) years administrative support experience; preferably governmental experience

Ability to serve as a Notary Public

Spanish Speaking Preferred

Knowledge, Skills, and Abilities

Thorough knowledge of modern records management procedures, state laws regarding such.

Thorough knowledge of report and record keeping principles and techniques.

Thorough knowledge of filing principles and methods.

Considerable knowledge of computer data base information systems and properties in relation to official records management and law enforcement activities.

Knowledge of principles and official procedures for the collection/storage/retrieval of property/evidence.

Skill in accurate recording, reporting, and observation.

Skill in both written and oral communications for effective expression and clarity.

Ability to establish and maintain effective working relationships with supervisor, department staff and other department personnel.

Ability to organize and review work for efficient results and accuracy.

Ability to process multiple tasks simultaneously while maintaining an attention to detail for the purpose of ensuring accuracy in task performance.

Ability to exercise discretion in matters of a sensitive and confidential nature.

Ability to operate general modern office equipment and telephones.

Ability to add, subtract, multiply, and divide; calculate decimals and percentages; interpret graphs; compile statistics.

Physical Requirements

Tasks are essentially sedentary, with occasional walking, bending, light lifting, or other restricted physical activities.

Tasks involve some physical effort, i.e., some standing and walking, or frequent light lifting (5-10 pounds); or minimal dexterity in the use of fingers, limbs, or body in the operation of shop or office equipment; may involve extended periods of time at a keyboard or work station.

Environmental Requirements

Tasks are routinely performed without exposure to adverse environmental conditions (e.g. dirt, cold, rain, fumes).

Sensory Requirements

Tasks require visual perception and discrimination.

Tasks require oral communications ability.

HIPAA Compliance Statement

All employees who have access to health information whose confidentiality is protected by the HIPAA Privacy Rule must have an understanding and knowledge of the Privacy Rule that corresponds to their job responsibilities. Employees who violate the requirements of the HIPAA Privacy Rule will be subject to discipline, up to and including termination.

Benefits

FULL TIME EMPLOYEES ARE ELIGIBLE FOR THE FOLLOWING:

Merit Increases/Pay for Performance Director salaries are actuals only and do not have salary ranges. Increases are based on performance and budget. Non Sworn civilian employees are eligible for a 4% merit increase annually and after reaching the max of the pay scale, are eligible to receive a 4% lump sum each year on their anniversary date. Sworn officers are eligible for a 5% increase annually and after reaching the max of the pay scale, are eligible to receive a 5% lump sum each year on their anniversary date. * merit increases are based upon performance and budget Health, Dental and Vision Insurance Medical, Dental and Vision is available for purchase for full time employees. Coverage goes into effect on the 31st day. Life and AD&D Insurance Coverage Basic Group Life Insurance and Accidental Death and Dismemberment protection is provided to eligible full-time employees in the amount of one time the annual salary up to a maximum of $50,000 for each benefit. Additional Life and AD&D may be purchased up to 2 x annual pay. Holidays Employees receive 11 paid holidays per year Vacation Years of Service HRs Accrued Monthly 0 - 1 Year 6.67 1 - 4 Years 10.00 5 - 9 Years 11.67 10 + Years 13.34 Sick Leave Employees earn 80 hours of sick leave per year. There is no maximum accruals for sick leave. Retirement Texas Municipal Retirement System (TMRS)-2:1 match. A required 7% of gross earnings are deducted each pay period and deposited into the member's account. Upon retirement, the City will deposit it's portion of the matching funds at 14%. The City also participates in Social Security.

Deferred Compensation The City of Rockwall offers an optional deferred compensation 457 plan in which employees can contribute a portion of their salary, before taxes, to a retirement account. Longevity After completing one year of continuous service, employees will receive $5/month for Longevity Pay. This benefit is usually paid out each December. Supplemental Benefits The City of Rockwall also offers optional programs that include Short and Long Term Disability through AFLAC. Flexible Spending Accounts Participation in Flexible Spending Accounts through pre-tax payroll deduction for Health and Dependent Care expenses is also available for full time employees. Wellness Program The City of Rockwall administers a wellness program for full-time employees which provides an incentive for obtaining a wellness exam each year. Wellness exams are paid at 100% by the City.

Workers Compensation All employees are covered by workers compensation for injuries sustained in the line of duty. Bilingual Certification Pay Eligible for up to $600 annually for bi-lingual pay.

Education Pay Some positions are eligible for Education Pay.

• Associates - $800/yr
• Bachelors - $1,400/yr
• Masters - $2,000/yr

*Education Pay must be approved by the department director and annual budget. Certification Pay

• 1st Certification - $300/yr
• 2nd Certification - $600/yr
• 3rd Certification - $900/yr

*Certification Pay must be approved by the department director and annual budget.