Open Records Coordinator

City-of-Smyrna,-G; Smyrna (GA); On-site; USD 32,000 - 42,000; Full time

Job summary

The City of Smyrna seeks an Open Records Coordinator to manage the processing of open records requests for law enforcement information. You will answer inquiries by phone and email and distribute records to the District Attorney, Solicitor, City Clerk, and ICE, ensuring compliance with state open records laws.

You will also prepare annual death reports, generate daily and weekly records, assist colleagues with open records issues, and transcribe interviews for internal affairs in a busy city

Qualifications

• Requires high school diploma or equivalent.
• More than two years of related experience.

Responsibilities

• Coordinate processing of open records requests.
• Answer calls and emails regarding law enforcement records.
• Distribute records to DA, Solicitor, City Solicitor, Clerk's Office, and ICE.
• Prepare and file annual death reports to the state.
• Prepare daily and weekly reports.
• Assist other staff with open records issues.
• Transcribe interviews for internal affairs.
• Perform related duties.

Skills

Open records handling

Timely processing

Oral and written communication

Records management

Interpreting policies

Education

High school diploma or equivalent

Tools

Computers and software

Job description

This position is responsible for coordinating the processing of open records requests.

MAJOR DUTIES

• Answers telephone calls and emails regarding law enforcement records.
• Copies, mails, and emails law enforcement records to the District Attorney, Solicitor, City Solicitor, and Clerk's Office.
• Copies, mails, and emails law enforcement records to ICE and other federal, state, and local law enforcement agencies.
• Prepares and files annual death reports to the state.
• Processes all open records requests in a timely manner and in compliance with open records laws.
• Assists other employees with open records issues.
• Transcribes interviews for internal affairs.
• Prepares daily and weekly reports as needed.
• Performs related duties.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of state open records laws.
• Knowledge of record retention schedules.
• Knowledge of computers and job-related software programs.
• Knowledge of records management principles and practices.
• Skill in the processing of records requests in a timely manner.
• Skill in the completion of a variety of required reports.
• Skill in interpreting and applying rules, policies, and procedures.
• Skill in oral and written communication.

SUPERVISORY CONTROLS

The Police Major assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include open records laws, state record retention schedules, and department and city policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related records management and processing duties. The unique nature of each request contributes to the complexity of the position. The purpose of this position is to coordinate the processing of open records requests. Success in this position provides the public with records in accordance with state regulations.

CONTACTS

• Contacts are typically with co-workers and other city personnel; representatives of the District Attorney's Office, the Solicitor's Office, and the City Clerk's Office; representatives of ICE and other local, state, and federal law enforcement agencies; attorneys; members of the news media; and members of the general public.
• Contacts are typically to provide services, to give or exchange information, or to resolve problems.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table.
• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent required.
• More than two years of related experience required.

* * * * The City of Smyrna is an Equal Opportunity Employer * * * *