Records Specialist

City of Athens, TX

Athens (TX)

On-site

USD 40,000 - 56,000

Full time

44 hours ago

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Benefits offered by this job

Health care

Dental

Vision

Retirement

Deferred compensation plans

Flexible spending accounts

Life insurance

Long-term disability

Holidays

Vacation

Sick leave

Job summary

The City of Athens, TX is seeking a Records Specialist to manage the processing, retention, and release of police records with a focus on accuracy, security, and compliance. You will handle data entry, digital preservation, and open records requests while supporting case filing and public information duties.

Ideal candidates have limited clerical experience, strong attention to detail, and the ability to multitask in a fast-paced environment, with a drive for confidentiality and customer

Qualifications

High School Diploma or GED required.
Notary Public within 6 months of hire preferred.
Valid Texas Driver's License required.

Responsibilities

Receive, review, verify, enter, and maintain police records.
Preserve records and manage electronic evidence per procedures.
Review reports for completeness and compliance with NIBRS standards.
Prepare monthly Uniform Crime Reporting submissions.
Process case filings and electronically submit to prosecutors.
Prepare case packets with officers' documents and video evidence.
Respond to Open Records Requests under the Texas Public Information Act.
Enter reports into software accurately and timely.
Assist customers in person, by phone, email, or fax.
Process interagency requests and redaction where needed.
Prepare detailed reports, track crime stats, and manage data tasks.
Support records retention and destruction according to schedules.
Provide courteous customer service and professional demeanor.
Perform administrative tasks for the Criminal Investigations Division.
Provide technical support for office equipment.
Maintain regular, punctual attendance.
Perform other duties as assigned.

Skills

Modern office procedures

Records management principles

Public information processing

CJIS handling requirements

Attention to detail

Discretion and confidentiality

Customer service

Data entry

Multitasking

Education

High School Diploma or GED

Notary Public within 6 months of hire

Valid Texas Driver's License

Tools

Records Management Systems (RMS)

Computer Aided Dispatch (CAD)

Electronic document management systems

Job description

Job Summary

The Records Specialist performs clerical, technical, and administrative duties related to the processing, maintenance, retention, and release of police records. This position ensures the accuracy, security, and compliance of all records produced by the Police Department while providing a high level of customer service to the public, outside agencies, and internal staff. Work involves data entry, digital preservation, records review, public information processing, and support of case filing activities. The position maintains the integrity of police records by providing security and preserving the chain of custody as mandated by state law. Ensure records and evidence are accurate, complete, logged, and secured for safekeeping and retrieval. This role requires specialized knowledge of state laws and departmental rules and acute attention to detail. Due to the sensitive and confidential nature of information processed, employees exercise considerable discretion and must be able to multitask effectively.

Job Summary

Essential Job Functions

Receive, review, verify, enter, and maintain physical, electronic, and digital police records, including arrest reports, offense reports, crash reports, warrants, and witness statements.
Preserve records and manage electronic evidence in accordance with departmental procedures and applicable laws.
Review offense, arrest, and accident reports to ensure completeness, accuracy, proper coding, and compliance with NIBRS and other reporting standards.
Complete monthly submissions for Uniform Crime Reporting (UCR) to the State of Texas.
Process case filings by collecting all related documentation, investigative details, and digital media, and electronically submit cases to the appropriate prosecuting office.
Prepare case packets for submission to the appropriate prosecuting office by gathering all documents submitted by officers, including copies of 9-1-1 calls, body camera videos, in-car camera videos, and other digital media evidence.
Receive, track, respond to, and manage Open Records Requests in accordance with the Texas Public Information Act.
Enter accident reports, case dispositions, records checks, and other related documents into the software system accurately and timely.
Assist customers in person, by phone, email, or fax with requests for reports, forms, background checks, warrants, affidavits, and other records.
Process interagency requests from prosecuting offices, other investigative agencies, and other law enforcement agencies.
Assist with Public Information Act requests, including review and redaction of records prior to release.
Prepare detailed reports as needed, track crime stats and trends, and perform data entry and document management tasks.
Assist with records retention compliance, including preparing records for destruction in accordance with approved retention schedules.
Provide courteous, professional customer service to citizens, coworkers, and outside agencies.
Perform a variety of administrative and clerical support functions for the Criminal Investigations Division, including preparing criminal cases and answering calls.
Provide technical support for operating department office equipment.
Regular, reliable, and punctual attendance is required.
Perform other duties as assigned.

Knowledge, Skills And Abilities

Modern office procedures and equipment
Law enforcement records management principles, terminology, and systems
Records retention schedules and digital preservation practices
Texas Public Information Act and applicable federal, state, and local laws
Criminal Justice Information (CJI) and Criminal History Record Information (CHRI) handling requirements
Records Management Systems (RMS), Computer Aided Dispatch (CAD), and electronic document management systems
Principles and official procedures for the collection, storage, and retrieval of property and evidence
Strong attention to detail, organization, and accuracy
Ability to work under pressure, prioritize tasks, and adapt to changing environments
Professional communication skills, both written and verbal
Ability to maintain strict confidentiality and exercise sound judgment and discretion in matters of a sensitive and confidential nature
Customer service principles and techniques
Ability to learn new software applications and technology platforms
Ability to process multiple tasks simultaneously while maintaining accuracy.
Ability to obtain required certifications and training, including Public Information Act training, NIBRS training, CJIS Security Awareness, TLETS/TCIC access training.

Education and Experience

High School Diploma or GED
At least one (1) year of clerical or customer service experience; public safety records experience preferred
Valid Texas Driver's License
Notary Public required within 6 months of hire
Computer proficiency, including data entry and word processing

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.