Coordinator, Records Compliance

Open Records Coordinator

Under general supervision, applies the Texas Public Information Act (PIA) and related statutes to process open records requests from the public, legal professionals, and government agencies. Responds to time-sensitive inquiries and manages subpoenas by preparing briefs, issuing invoices, notarizing affidavits, and coordinating secure record delivery. Ensures compliance with expunction and sealing orders. Oversees records retention, storage, and authorized destruction in accordance with legal and agency guidelines. Collaborates with courts, attorneys, agencies, and regulatory bodies to facilitate secure and timely access to records. Supports division operations through administrative functions and maintains subject matter expertise in public records, legal releases, intergovernmental coordination, and retention, while preparing for supervisory or managerial advancement.

Essential Functions

• Apply the Texas Public Information Act (PIA) to routine public records requests and ensure completion within statutory deadlines.
• Process complex PIA requests involving audio/video, 911 records, photographs, and right-of-access verification while ensuring compliance with all applicable timelines.
• Prepare and submit letter briefs to the Office of the Attorney General, citing relevant PIA exceptions and requesting applicable previous determinations within required deadlines.
• Process subpoenas, issue invoice letters, collect payments, and release responsive records or Business Records Affidavits as required.
• Coordinate compliance with expunction and sealing orders by notifying affected parties and ensuring the proper restriction or removal of records.
• Complete intergovernmental records requests by identifying and redacting confidential or sensitive information in accordance with applicable laws and policies.
• Perform records retention activities by reviewing, creating, maintaining, and archiving case files, and coordinating the authorized destruction of records.
• Maintain Records Management System (RMS) efficiency by merging cases, copying forms, responding to inquiries, and providing general support as needed.
• Perform related work as required.

Qualifications, Education, and Experience

Minimum Qualifications

• Must possess, or be able to obtain within 90 days of hire, a valid Texas Driver License and be eligible for coverage under the City's vehicle insurance provider.
• High school diploma or GED.
• At least two years of experience in customer service or administrative support.
• Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility.

Preferred Qualifications

• Previous experience in police records.

Knowledge, Skills, and Abilities

• Knowledge of applicable laws and regulations governing public information requests, including statutory exceptions and compliance requirements.
• Knowledge of subpoena procedures, legal releases, Business Records Affidavits, expunctions, sealing orders, and records retention standards.
• Knowledge of case management systems, records management systems, and document storage and retrieval processes.
• Skill in interpreting and applying public information laws to both routine and complex records requests.
• Skill in preparing clear, accurate, and compliant legal correspondence, including letter briefs and related documentation.
• Skill in reviewing documents for accuracy, completeness, and required redactions in accordance with applicable laws.
• Skill in using records databases, document management systems, and standard office software applications.
• Skill in communicating clearly and effectively through written and verbal methods with internal staff, external agencies, and the public.
• Ability to manage confidential, sensitive, and legally restricted information with discretion and integrity.
• Ability to analyze requests, determine applicable legal exceptions, and apply statutory requirements accurately.
• Ability to maintain accuracy and efficiency in a high-volume, fast-paced work environment.
• Ability to collaborate effectively across departments and external agencies to achieve compliance objectives.
• Ability to ensure adherence to applicable laws, regulations, and organizational policies.