Police Records Clerk

Records Clerk

Under general supervision by the Records Supervisor, the Records Clerk performs clerical and technical duties related to the processing, maintenance, and retention of all records produced within the Police Department while portraying a high standard of customer service at all times. Duties include, but are not limited to: filing, retrieving, retention, and processing of any and all records and records requests in accordance with local, state, or federal requirements (e.g. Texas Public Information Act). The incumbent will also manage the filing of misdemeanor and felony cases to the appropriate District Attorney offices. This position is highly visible involving regular contact with the general public. Contact may deal with sensitive and confidential issues requiring the use of discretion, considerable judgement, a high level of initiative, and tact.

Essential duties and responsibilities include:

• Receive, review, verify, enter, digitally preserve, and maintain physical, electronic, and digital records, including but not limited to: arrest reports; criminal history, and offense reports; crash reports; police activity reports; arrest & search warrants; and witness statements. Receive, organize, maintain, and distribute digital evidence and electronic records in accordance with departmental procedures and applicable laws.
• Review offense, arrest, and accident reports, and all report supplements, to ensure NIBRS standards are met and to verify the completeness, accuracy, proper coding, and compliance of those records with city, state, and federal guidelines prior to filing, submission, or release.
• Process cases through the collection of all related documentation, reports, investigative details, and digital media, and electronically file to the appropriate District Attorney's office.
• Assist customers, in person or by telephone, email, or fax, with various types of records requests, including but not limited to: arrest, offense, accident, or incident reports; forms; open records requests; warrants; affidavits; and protective orders. Performs records and background checks.
• Process interagency requests for reports and data, including requests from District Attorney offices, Child Protective Services, Probation & Parole, and other police agencies.
• Assist with the processing of Public Information requests, including review and redaction of records prior to release in accordance with the Texas Public Information Act, departmental procedures, and applicable state and federal laws.
• Provide administrative, technical, and clerical support through a variety of duties, including, but not limited to: research, compile, and analyze information from various sources; maintain offense, arrest, and crash report log; prepare detailed reports as needed; data entry; digital preservation of records; and document management activities.
• Assist with records retention compliance and disposition activities. Prepare records for destruction in accordance with approved record retention schedules and City regulations.
• Maintain knowledge of various industry, departmental, city, state, and federal regulations, including, but not limited to: retention schedules of various records according to the Texas State Library; the Texas Public Information Act; departmental policies; current laws; public safety terminology; and appropriate handling of sensitive, confidential information.
• Provide customer service to citizens, other City employees, and other parties by phone and in person.
• Communicate professionally, promptly, effectively, and courteously with fellow employees and the public in writing, in person, and on the telephone.
• Maintain required certifications, and participate in ongoing professional development related to records management, criminal justice information systems, records retention, public information laws, and other topics to maintain current industry knowledge.
• Regular, reliable, and punctual attendance is required.

Additional duties and responsibilities include:

• Assist with projects, assignments, and reports as requested.
• Other duties as assigned.

Required knowledge, skills, and abilities include:

• Knowledge of records retention principles, digital preservation practices, information governance concepts, municipal record keeping, record retention, the Public Information Act, and the Texas Local Government Code.
• Ability to maintain strict confidentiality and appropriately handle Criminal Justice Information (CJI), Criminal History Record Information (CHRI), protected personal information, and other sensitive records.
• Knowledge of Records Management Systems (RMS), Computer Aided Dispatch (CAD), and electronic document management systems.
• Excellent oral, interpersonal, and written communication skills.
• Knowledge of office productivity software, such as Google Workspace.
• Knowledge of Laserfiche or other electronic document management and digital repository systems.
• Ability to comprehend, maintain knowledge of, and apply local, state, and federal policies and legislation.
• Ability to work well under pressure; prioritize effectively; exhibit appropriate decision making; and perform successfully in a dynamic, changing environment with professionalism, flexibility, and adaptability.
• Ability to utilize strong attention to detail; exhibit effective professional judgement through initiative and creative problem solving; and effective organization skills.
• Ability to work effectively in a team environment, and treat employees, co-workers, and customers with professionalism, courtesy, and respect.
• Ability to learn and effectively utilize new software applications, records systems, and technology platforms.
• Ability to adhere to all department and City policies and procedures.

Minimum qualifications include:

• High School diploma or GED.
• Three (3) years' experience in records management, administrative support, customer service, or a related field required. Municipal public safety records experience preferred.
• Training in, or successfully complete said training:
• Public Information Act training through the Texas Attorney General's Office (or complete within three [3] months of start date)
• National Incident-Based Reporting System (NIBRS) training or demonstrated knowledge of NIBRS reporting standards, OR completion of training within six (6) months from start date.
• CJIS Security Awareness (or complete within six [6] months of start date)
• TLETS/TCIC training (or complete within six [6] months of start date)
• Notary Public credential or the ability to obtain within six (6) months of start date.
• Must have valid Texas Driver's license and safe driving record.
• Must pass a pre-employment screening, background check and employment eligibility verifications.

We are pleased to offer competitive compensation & benefits, including, but not limited to:

• lateral compensation for confirmed years of service as in an arresting-capacity law enforcement position
• certification pay *
• incentive pay for education *
• longevity pay
• tuition assistance
• sick & vacation buy back
• medical, dental, & vision insurance covered at 100% for employee-only coverage

* compensation available for certification or education over the minimum qualifications required for the employee's job