Police Records Specialist

University of Texas; Austin, Northern (TX, KY); Hybrid; USD 50,000 - 61,000; Full time

Job summary

The University of Texas at Austin Police Department seeks a Law Enforcement Records Specialist to manage and audit police records, court documents, and public records requests, ensuring compliance with federal, state, and local laws including NIBRS and SB111.

This role involves supporting discovery requests, background checks, and data reporting, while maintaining confidentiality and providing customer service to staff, agencies, and the public.

Qualifications

• High school diploma or GED required.
• Notary Public certification or ability to obtain within 6 months of hire.
• Knowledge of laws and records processing in criminal justice is preferred.
• Experience with records management systems is beneficial.

Responsibilities

• Manage and audit law enforcement records for accuracy and compliance.
• Process records requests and disclosures to authorized individuals and agencies.
• Administer RMS maintenance, NIBRS compliance, and data submissions.
• Support discovery requests, background checks, and public information requests.
• Prepare crime, operational, and performance reports for regulatory use.

Skills

Strong organizational skills

Attention to detail

Verbal and written communication

Ability to maintain confidentiality

Education

High school diploma or GED

Notary Public certification or ability to obtain within 6 months

Tools

Microsoft Office

Smartsheet

Box

Tableau

RMS

Job description

## **General Notes**Under general supervision of the Records Manager, the Law Enforcement Records Specialist performs complex records management and administrative functions in support of The University of Texas at Austin Police Department operations. This position is responsible for maintaining the integrity, accuracy, confidentiality, and legal compliance of law enforcement records and criminal justice information.## **Purpose**Reviews, audits, processes, and manages police reports, court documents, public records requests, statistical reports, and official records while ensuring compliance with federal, state, and local laws, NIBRS, TPIA, SB111, and other statutes. Provides customer service to department staff, agencies, and the public.## **Responsibilities*** Manage and audit law enforcement records to ensure accuracy, completeness, compliance, and integrity of reports, citations, warnings, arrests, and related records.* Administer records management systems and regulatory reporting, including RMS maintenance, NIBRS compliance, and required data submissions.* Process records requests and disclosures by researching, compiling, and distributing information to authorized individuals, agencies, courts, and prosecutors while maintaining confidentiality.* Coordinate legal and prosecutorial records support, including discovery requests, background checks, public information requests, and compliance tracking.* Analyze data and prepare reports by compiling statistics and producing crime, operational, and performance reports for departmental and regulatory use.* Maintain records retention and document control programs, including archival, destruction, scanning, indexing, quality control, and management of controlled records.* Provide administrative and customer service support by responding to inquiries, processing citizen reports and related services, and assisting the public and department personnel.* Support departmental operations and special projects through event assistance, cross-functional collaboration, and other assigned duties.## **Required Qualifications*** High school diploma or GED.* Two (2) years of clerical, records management, or administrative experience in a law enforcement, criminal justice, or related governmental environment; or an equivalent combination of education, training, and experience sufficient to successfully perform the essential functions of the position.* Notary Public certification, or the ability to obtain certification within six (6) months of employment.* Ability to accurately review, interpret, audit, and process complex legal, law enforcement, and confidential records.* Ability to analyze information, identify discrepancies, ensure accuracy and completeness, and prepare statistical reports.* Strong organizational skills, attention to detail, verbal and written communication skills, confidentiality, sound judgment, and ability to meet strict legal deadlines.* Ability to establish and maintain effective working relationships with law enforcement agencies, courts, prosecutors, governmental entities, city staff, and the public.* Knowledge of law enforcement records management principles, criminal justice procedures, legal records processing, and records retention requirements.* Working knowledge of NIBRS, records management systems, and applicable federal, state, and local laws governing criminal justice records.* Familiarity with the Texas Public Information Act, Clery Act, Texas SB111, Title IX, court procedures, and criminal and civil records requirements.* Proficiency with Microsoft Office applications, Smartsheet, Box, Tableau, Crime View, RMS, and other law enforcement software.* Sustained attention to detail, frequent interaction with the public and criminal justice partners, and the ability to maintain accuracy while working under changing priorities and time-sensitive legal requirements.*Relevant education and experience may be substituted as appropriate.*## **Preferred Qualifications*** Knowledge of law enforcement records management principles, criminal justice procedures, legal records processing, and records retention requirements.* Working knowledge of NIBRS, records management systems, and applicable federal, state, and local laws governing criminal justice records.* Familiarity with the Texas Public Information Act, Clery Act, Texas SB111, Title IX, court procedures, and criminal and civil records requirements.* Proficiency with Microsoft Office applications, Smartsheet, Box, Tableau, Crime View, RMS, and other law enforcement software.* Sustained attention to detail, frequent interaction with the public and criminal justice partners, and the ability to maintain accuracy while working under changing priorities and time-sensitive legal requirements.## **Salary Range**$55,000 + depending on qualifications## **Working Conditions*** May work around standard office conditions.* Repetitive use of a keyboard.* Use of manual dexterity.* May work in extreme temperatures.* Some severe weather work may be required.* May work around electrical and mechanical hazards.* Climbing of stairs.* Climbing of ladders.* Lifting and moving.## **Work Shift*** Standard UT schedule, Monday - Friday 8:00 AM - 5:00 PM, In Office Daily (No Hybrid or WFH)* Nights, weekends, holidays, and some severe weather work will be required.## **Required Materials*** Resume/CV* 3 work references with their contact information; at least one reference should be from a supervisor* Letter of interest