RECORDS CLERK

City of Weslaco; Weslaco (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Weslacotx seeks a Records Clerk to support the Records Supervisor by handling data entry, filing, scanning, answering phones, processing information requests, and interacting daily with the public, officers, City staff, and other law enforcement agencies.

The role requires a high school diploma or GED, 1–3 years of office experience, and proficiency with Word and Excel. Bilingual English/Spanish is preferred.

Qualifications

• High school diploma or GED required.
• 1–3 years of office work experience.
• Valid Texas driver license preferred but not required.
• Applicant must pass pre-employment criminal background check and drug screen.
• Must successfully complete Emergency Management and Incident Command Training within first three months.

Responsibilities

• Handle data entry, filing and scanning of records.
• Answer phones and process requests for information.
• Interact with the public, officers and city staff daily.
• Prepare intake information and case-related documents.
• Provide information in compliance with applicable laws.

Skills

Data entry

Filing & scanning

Customer service

Phone etiquette

Open Records requests

Written communication

Legal/compliance knowledge

Education

High School diploma or GED

Tools

Microsoft Word

Microsoft Excel

Job description

Job Summary

Under general direction of the Records Supervisor, this position is responsible for data entry, filing and scanning records, answering phones, processing requests for information, and daily interaction with the public, officers, City staff, and other law enforcement agencies.

Essential Job Functions

• Responsible for receiving and answering routine questions from the public and other law enforcement agencies.
• Prepares intake information, criminal background documents and criminal history folders/index card.
• Makes copies of case reports/rap sheets for C.I.D. as needed.
• Provides information to the public in accordance with the Open Security and Privacy Act.
• Receives and processes payments received from the public.
• Assist in the storage retention and scanning of offense reports.
• Process and review reports to assure IBR validation sets are compliant with local, state, and federal requirements.
• Performs other similar or related duties as assigned.
• Maintain regular and prompt attendance, physically present to work.
• Employee may be required to work beyond normal business hours at night and/or on weekends.

Minimum Qualifications & Requirements

• Must have High School diploma; or equivalent (GED).
• One to three (1-3) years of office work experience; education, training, and experience which provides the required knowledge, skills, and abilities to perform essential functions of the job.
• Valid Class "C" Texas Driver License; preferred but not required.
• Applicant must pass pre-employment criminal background check and drug screen at City's expense.
• Must successfully complete Emergency Management and Incident Command Training within first three months of hire date.
• Bilingual English/Spanish preferred.

Knowledge, Skills & Abilities

• Working knowledge of applicable local and state regulations or laws.
• Ability and knowledge to operate a variety of office equipment at efficient speed.
• Ability to interact in a courteous and tactful manner with employees and the public.
• Ability to prioritize tasks in a detailed and accurate manner.
• Must be able to safeguard sensitive and confidential information.
• Good oral and written communication skills; basic business mathematical skills.
• Must have strong computer skills and be proficient in Microsoft Word and Excel.

Working Conditions/Physical Demands

• Work involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing.
• Occasional lifting, moving, or positioning objects up to 30lbs.
• Visual demands include constantly reading documents for general understanding.
• Works in a well-lighted office setting with heating and cooling air conditioning.

Disclaimer

This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so assigned to this position. This job description does not constitute an employment agreement and is subject to change as the needs and requirements of the job change.