Open Records Clerk I

Records Management Specialist

Welcome, 'ist das Leben schn!' (Life is good!) At the City of New Braunfels, we seek out people ready to serve the community, plan for the future, and preserve our well-renowned natural beauty. Our five Core Values serve as a cornerstone of our work: Integrity, Service, Visionary Leadership, Stewardship of Resources, and Cultural Heritage. Do our values speak to you?

What we're looking for: Under general supervision, this role within the New Braunfels Police Department (NBPD), Support Services Division processes reports, public requests for information, and other legal documents for NBPD; reviews records for compliance and accuracy in automated records management systems. This role provides information within scope of authority, ensuring compliance with all applicable federal, state and local statutes, policies, and guidelines related to open records requests, and provides exceptional service to internal and external customers.

Benefits & Total Rewards:

• Competitive medical, dental and vision insurance
• 2:1 match on retirement contribution
• Paid volunteer time off 16 hours per year
• Vacation accrual starts at date of hire up to 120 hours annually your first year
• Get paid to stay longevity pay on top of your regular pay after one full year
• Tuition reimbursement program
• Bilingual pay offered
• Keep learning professional and personal development training available

The responsibilities you'll be trusted with:

• Performs complex interpretation of the Texas Public Information Act, the Texas State Library Retention Schedule and other statues and policies pertaining to the management and release of departmental records.
• Responds to, supervises and/or assists with requests for public information.
• Performs and assists with records retention activities.
• Provides exceptional customer service by offering professional guidance to callers and visitors in their requests for services and information.
• Oversee the review of submitted records and documents for accuracy and evaluate records against Public Information Act exceptions for dissemination via public internet sites.
• As needed, generates cost estimates in response to Public Information requests.
• Performs notary duties.
• Manages multiple tasks and projects simultaneously while under deadlines.
• Provides professional and timely responses to questions from the public, employees, Police Records Clerks, other agencies, and City departments.
• Maintains up-to-date training and knowledge of the Texas Public Information Act, Texas State Library retention schedule and related statutes.
• Attends and participates in professional group meetings as requested.
• Assists in annual development and implementation of Records Division goals and objectives.
• May analyze records submitted into the National Incident-Based Reporting System for the State of Texas, and Federal Bureau of Investigation.
• Supports the Records Supervisor in the oversight, training, and development of team members as needed.
• May testify in court if the Records Supervisor is unavailable.
• Complies with all New Braunfels Police Department policies, procedures, state law and federal law to ensure the safety of personnel and the public.
• Performs other specialized duties relative to area of assignment as assigned or required.

Your areas of knowledge and expertise that matter most for this role:

Education and Experience:

• High school diploma or GED; AND a minimum of two (2) years of records management experience, OR a minimum of two (2) years of management experience, OR an equivalent combination of education and experience.
• This position requires maintaining absolute confidentiality of all records and information. Therefore, you will be required to submit to a pre-employment polygraph examination as part of the pre-employment screening process.

Required Licenses or Certifications:

• Must possess a valid Texas Driver's License.
• Certification as a Notary Public License is preferred; ability to obtain and maintain Notary Public certification is required within a specified timeframe.

Required Knowledge and Skills:

• General office practices and equipment, including standard computer software applications. Possesses, and applies intermediate skills when entering information with speed and accuracy into a variety of systems. Assists with processing transactions via cash, check and credit card payment methods as needed.
• Capable of operating a telephone system with multiple lines and handling a high volume of phone calls.
• Effective and professional verbal and written communication skills.
• Performs a variety of clerical duties including but not limited to, composing correspondence and legal documents, mailing, faxing, scanning, and filing.
• Maintenance of physical and electronic records and files.
• Researching and compiling information by accessing multiple logs, records, and databases.
• Reading, analyzing, interpreting, and evaluating police reports, researching applicable police standards and procedures, city policies and guidelines and applicable State and Federal rules and regulations.
• Establishing and maintaining cooperative working relationships with City employees, other law enforcement agencies, judiciary entities, and the general public.
• Maintaining and enforcing all aspects of security in for confidential information, documents and records.
• Ability to organize, set priorities, effectively manage time and demands and make independent judgments under general supervision.

Preferred Knowledge and Skills:

• Basic functions, procedures, and policies of the City of New Braunfels, and New Braunfels Police Department.
• Applicable City, county, state and Federal laws, regulations, codes, and ordinances.
• Basic laws and regulations governing the release of information from law enforcement agency records.
• Principles of recordkeeping, case files, and records management.
• Uniform Crime Reporting Program / National Incident-Based Reporting System procedures.

Physical Demands / Work Environment:

• Work is performed in a standard office environment subject to sitting, standing, bending, and reaching for extended periods of time; and must be able to pull, push, lift, and carry items weighing up to forty (40) pounds.
• May be required to work immediately before, during or immediately after an emergency or disaster.

NOTE: This position is designated safety/security sensitive.

The City of New Braunfels is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, gender identity, marital status, military status, order of protection status, or any other legally recognized protected basis under federal, state, or local law.