Admin II: Records Clerk (PD)

Gfoat; Elgin, Northern (TX, KY); Hybrid; USD 30,000 - 33,000; Full time

Job summary

Elgin Police Department is seeking an Admin Assistant II (Records Clerk) to support police records, case processing, and administrative tasks. This role requires maintaining confidentiality and adhering to CJIS requirements for employment.

The ideal candidate will handle open records requests, demonstrate attention to detail, and juggle multiple deadlines while providing courteous service to the public and city staff.

Qualifications

• HS Diploma/GED and four (4) years related experience of responsible administrative support.
• Preferred: Prior experience working in a government environment, to include mandated state reporting, records management databases and/or fleet management operations, and open records.

Responsibilities

• Organize meetings, notarize documents, maintain calendar, enter purchase requisitions, handle telephone/front office duties and filing.
• Process open records requests including police reports release and maintenance.
• Maintain and update records per procedures and ensure proper data entry and reporting.
• Maintain general office area; manage supplies.
• Handle cash/fees processing according to City procedures.
• Provide front office coverage and reception support.
• Respond to inquiries from other departments, agencies, organizations, and the public.
• Prepare, edit and format letters, reports, memos, and other documents requiring accuracy and judgment.
• Enter data into computer systems and maintain electronic and hard copy records.
• Assist with special assignments from the Chief of Police.
• Forward felony and misdemeanor cases to the District Attorney’s office with complete documentation.
• Verify forms for completeness and conformance with regulations.
• Rotate assignments across areas as directed.
• Process case reports, citations, subpoenas, DMV paperwork, and related documents.

Skills

Open records

Confidentiality

Data entry

Customer service

Time management

Education

HS Diploma/GED

4 years related experience

Job description

Job Title: Admin Assistant II (Records Clerk)
Department/Division: Police Department
Classification and FLSA Status: Regular, Full-Time, Non-Exempt
Pay scale: Admin II / 23
Salary Group: $22.78 Hourly
Revised: July 21, 2026

SUMMARY:

Under general supervision, this position will perform a variety of routine clerical and administrative duties involved in the maintenance, processing and distribution of police records, criminal cases, and providing administrative support to the Elgin Police Department.

This position requires a high level of confidentiality and must pass Criminal Justice Information Systems requirements for both initial and continued employment.

The ideal candidate for this position has experience fulfilling open records requests, and is familiar with the Public Information Act. This candidate should have an exceptional attention to detail and the ability to juggle multiple project due dates at one time.

It is imperative that the person employed in this position maintains professional and ethical standards. These expectations include confidentiality, courtesy, cooperation, positive attitude, reliability, efficiency, and respect for others. The selected applicant shall represent the City in a positive way, both on duty and in connection with City sponsored activities.

Supervision: Reports to designated command staff. Does not have direct supervision of staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

• 1. Performs various project and administrative duties such as organizing meetings, notarizing documents maintaining a calendar of activities, entering purchase requisitions, telephone, and front office responsibilities, and maintaining records and files.
• 2. Processes open records functions applicable to records release and maintenance, including receiving, responding to, and entering requests for police reports.
• 3. Maintains and updates records according to established procedures.
• 4. Maintain the general office area including ordering and stocking of necessary supplies.
• 5. Collects and accounts for various fees received and ensures revenue is processed according to City procedures.
• 6. Assists with front office coverage and reception duties.
• 7. Receives and responds to inquiries and requests for assistance from other city departments, agencies, organizations, professionals, and the public.
• 8. Composes, types, and edits a variety of correspondence, reports, memos, and other material requiring judgment as to content, accuracy, and completeness.
• 9. Data entry and maintenance of electronic and hard copy records and reports.
• 10. Performs special assignments and projects as assigned by the Chief of Police.
• 11. Prepares and forwards felony and misdemeanor cases to the District Attorney’s office ensuring all required documentation is included.
• 12. Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and unit policies and procedures in determining completeness of applications, records, and files.
• 13. Rotates assignment areas as directed.
• 14. Processes case reports, citations, subpoenas, DMV paperwork, Child and Family Services referrals, domestic violence reports, traffic accidents, and other related paperwork.

Knowledge, Skills, and Abilities:

• Considerable knowledge of general office equipment and procedures such as filing, bookkeeping, posting, and maintaining records.
• Some knowledge of the Texas Penal Code, Texas Open Records Act, and statute governing Crime Control and Prevention Districts.
• Knowledge of English grammar, punctuation, and spelling, and good numerical skills.
• Knowledge of computer applications, multiple telephone lines, and various social media platforms.
• Skill in strong customer service with the ability to remain calm in sometimes stressful situations.
• Skill in organizing, researching, and maintaining technical and administrative files.
• Ability to work alone and unsupervised.
• Ability to enter data into a computer system and prepare written materials with sufficient speed and accuracy.
• Ability to organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

In a typical work setting, Administrative Assistant:

Work in a busy office environment at a computer workstation with prolonged sitting or standing periods and a standard range of noise. Work involves direct and continuous interaction with the public and other City employees on the telephone, and in-person work is performed in a highly demanding atmosphere where interactions with irate/forceful customers may be routine and in an environment of frequent and numerous interruptions.

Interpersonal Relationships
Have a high level of social contact working closely with other office staff and the public.

Communicate with people daily by telephone, e-mail, and in person. May be subjected to irate members of the public, who may use profanity.

Hours/Travel
Usually works a standard 40-hour week, 5 days per week but may be required to work evenings or weekends to meet deadlines or for special projects/assignments. May be required to travel locally less than 10 miles and attend offsite training, conferences, etc.

Physical Demands and Work Conditions
Always work indoors. Work somewhat close to other people, such as when sharing office space.

Frequently required to sit, stand at computer while using hands, arms, and fingers to reach and input data in systems. Exposure to noise from close by departments, co-workers, and the public.

May lift and move boxes weighing up to 30 pounds.

Disaster Service Workers Clause
Always in the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, designated employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly different from the employees’ normal work assignments and may continue through the recovery phase of the emergency.

EDUCATION AND EXPERIENCE:

HS Diploma/GED and four (4) years related experience of responsible administrative support.

Preferred: Prior experience working in a government environment, to include mandated state reporting, records management databases and/or fleet management operations, and open records.

License and Certifications:

Must possess or be able to acquire Notary Public Registration. A Valid Texas Driver’s License and a safe driving record. Must meet TCIC/NCIC policies for police records access.