Police Records Clerk

City of Royse City; Royse City (TX); Presencial; USD 40.000 - 55.000; Tempo integral

Resumo da vaga

City of Royse City is seeking a Police Records Clerk to support the Police Department with records processing, data entry, and customer service. You will handle open records requests under the Texas Public Information Act, maintain security of files, and coordinate with other agencies.

Responsibilities include preparing records for prosecution, managing confidentiality, and using records management systems and JustFOIA to track requests and respond in a timely manner.

Qualificações

• Knowledge of police records functions, policies, and confidentiality requirements.
• Familiarity with the Texas Public Information Act and open records requests.
• Proficiency with records management systems and standard office software.

Responsabilidades

• Process, review, and file police records and related documents with accuracy.
• Maintain security and confidentiality of records and ensure proper release.
• Handle open records requests and coordinate with legal and department staff.

Conhecimentos

Records management

CJIS knowledge

Data entry

Customer service

Open records requests

Formação

High school diploma or GED

Ferramentas

JustFOIA

Descrição da vaga

Under the direction of the Police Records Manager, the Police Records Clerk performs a wide range of administrative, clerical, and technical support functions for the Police Department. Responsibilities include processing law enforcement documents and records; performing data entry; maintaining the integrity, accuracy, and security of police records; responding to public and interagency requests for information; processing open records requests in compliance with the Texas Public Information Act and other applicable laws; and providing customer service to department personnel and the public in person, by telephone, and through electronic communications.

This position utilizes records management systems, open records software, and other specialized computer applications to complete daily assignments. Additional responsibilities include processing juvenile records, assisting with records-related reporting and validation requirements, supporting departmental operations, and performing Crime Victims Advocate duties as assigned.

SUPERVISION

General supervision is provided by the Police Records Manager.

• Processes, reviews, proofreads, enters, maintains, and files police records, reports, and related law enforcement documentation, ensuring accuracy, completeness, and compliance with applicable laws and departmental procedures.
• Prepares and maintains police records and documentation for prosecution, including arrest reports, warrants, citations, fingerprint cards, juvenile records, and other assigned materials.
• Maintains the security, confidentiality, and integrity of police records and ensures information is accessed, handled, and released in accordance with applicable laws and department policies.
• Processes Criminal Trespass Warnings, Police Rider Request forms, and other records-related documentation as assigned.
• Assists with records management, data verification, and applicable law enforcement reporting requirements, including CJIS, UCR, NIBRS, NCIC, and TCIC functions, as assigned.
• Answers telephone calls, responds to public inquiries, routes requests to appropriate personnel, and provides professional and courteous customer service to department personnel, other agencies, and the public.
• Receives, reviews, and processes open records requests in accordance with the Texas Public Information Act and other applicable laws, ensuring requests are tracked, documented, and completed within required time frames.
• Coordinates the collection and review of responsive records, consults with legal counsel and appropriate personnel as necessary, reviews records for applicable disclosure and redaction requirements, and uses designated software to manage requests.
• Calculates applicable open records fees, collects payments, prepares receipts, maintains required financial documentation, and communicates with requestors regarding applicable procedures and charges.
• Processes requests for police records and information from authorized governmental entities, including the District Attorney's Office, Child Protective Services, Probation and Parole, and other law enforcement agencies, as assigned.
• Performs cashiering, data entry, filing, document preparation, correspondence, mail distribution, and other general administrative duties.
• Performs Crime Victims Advocate duties, including providing information, assistance, and referrals to crime victims; communicating available resources; maintaining appropriate documentation and confidentiality; and coordinating with applicable service providers.
• Assists department personnel with records-related assignments, workload demands, backlogs, and other operational needs.
• Operates computers, records management systems, specialized software, and standard office equipment necessary to perform assigned duties.
• Establishes and maintains effective working relationships, exercises sound judgment, handles sensitive information appropriately, and maintains professionalism in challenging situations.
• Performs other related duties as required and reports to work regularly and promptly.

• Knowledge of police records functions, policies, procedures, documentation requirements, and the laws and ordinances governing the preparation, maintenance, confidentiality, and release of law enforcement records.
• Knowledge of the Texas Public Information Act and applicable state and federal laws governing public information, records retention, disclosure, and confidentiality.
• Knowledge of records management systems, database entry and maintenance procedures, and the review and verification of law enforcement records.
• General knowledge of CJIS requirements, UCR and NIBRS reporting standards, and applicable state and federal reporting requirements.
• Ability to learn, operate, and effectively use records management systems, JustFOIA or other open records software, databases, and general office applications, including word processing and spreadsheets.
• Ability to review, proofread, organize, and process documents accurately and efficiently while maintaining attention to detail.
• Ability to manage multiple assignments, prioritize workload, meet deadlines, and produce accurate work in a timely manner.
• Ability to communicate effectively and professionally with coworkers, supervisors, department personnel, members of the public, and representatives of other governmental agencies, both orally and in writing.
• Ability to explain records request procedures and requirements clearly, respond appropriately to customer concerns, and maintain professionalism in challenging situations.
• Ability to exercise sound judgment, maintain confidentiality, and make appropriate decisions when handling sensitive or restricted information.
• Ability to follow written, oral, and diagrammatic instructions and apply established policies, procedures, and legal requirements.
• Ability to organize work, manage time and resources, and adapt to changing priorities, heavy workloads, and staffing needs.
• Ability to work independently when appropriate and contribute effectively as a member of a team.
• Ability to establish and maintain professional working relationships with internal staff, external agencies, and the public.
• Ability to demonstrate integrity, dependability, accountability, initiative, and a strong commitment to customer service and results.
• Ability to perform coordinated movements necessary to operate a computer keyboard, calculator, and standard office equipment.

MINIMUM JOB REQUIREMENTS, EDUCATIN, AND EXPERIENCE

• No criminal convictions above the level of a class B misdemeanor within the last ten (10) years.
• No criminal convictions related to family violence.
• Applicant must have the ability to be bonded as required by section 3.17 of the City Charter.
• High school diploma or General Education Development (GED) certificate.
• Three (3) years of experience in a public safety-related field or in administrative, clerical, records management, or similar office support work.
• Preferred: Experience working for a municipal government processing open records requests in compliance with the Texas Public Information Act.
• Preferred: Experience working as a Crime Victims Advocate.

LICENSES AND CERTIFICATIONS

• Criminal Justice Information Services (CJIS) and Privacy Training must be successfully completed within the first five (5) business days from the employee's start date and maintained throughout employment.

• Texas Crime Information Center (TCIC) / Texas Law Enforcement Telecommunications System (TLETS) certification or applicable required training must be successfully completed within the first six (6) months of employment and maintained throughout employment, as applicable to assigned duties.
• Must possess a valid Texas Class C driver's license prior to employment.
• Must meet any legal requirements to be a Notary Public for the State of Texas, become a Notary Public for the State of Texas within six months of employment if required by supervisor, and maintain status as a Notary Public for the State of Texas if required by supervisor.
• Must be eligible to be bonded and maintain bondability throughout employment, as required for the position.

This is primarily an office classification, although standing in work areas and walking between work areas are required. Finger dexterity is necessary to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Adequate vision is required to read printed materials and computer screens, and hearing and speech are necessary to communicate in person and over the telephone. Employees may occasionally be required to bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees may also be required to lift, carry, push, and pull materials and objects weighing up to twenty-five (25) pounds.