SO Senior Administrative Specialist - Open Records Assignment

Williamson County; Texas; On-site; USD 35,000 - 52,000; Full time

Job summary

Williamson County seeks an experienced Administrative Specialist to provide advanced support to a sheriff's division, handling reports, forms, and filing systems. The role includes Open Records tasks under the Texas Public Information Act, policy updates, budgeting awareness, and collaboration with command staff.

Strong organizational skills and confidentiality are essential. The position requires a high school diploma and clerical experience, with potential for flexible internal movement; O.R.

Qualifications

• High School diploma or equivalent.
• Two (2) years of clerical experience in a professional office environment.

Responsibilities

• Provide advanced administrative support to an assigned division.
• Create and maintain reports, forms, worksheets, and informational materials.
• Maintain comprehensive filing systems and records.
• Assist in planning and executing special projects and events.
• Assist with policy and procedure updates and staffing processes.
• Review stock inventory and process requisitions for supplies/equipment.
• Cross-train with other office staff to ensure continuity.
• Attend meetings/trainings as required.
• Perform special duties as assigned.
• Open Records: process and respond to requests under the Texas Public Information Act.
• Research, prepare, and disseminate information per guidelines while maintaining security and confidentiality.
• Locate and compile records for information requests; determine release viability and related charges.
• Review and redact records under PIA; ensure compliance.
• Maintain knowledge of current laws/policies related to PIA and privacy.

Skills

Customer service

Report creation

Forms creation

Filing systems

Project planning

Policy updates

Staffing processes

Inventory management

Cross-training

Meeting attendance

Open Records processing

PIA knowledge

Education

High School diploma

Job description

Reporting directly to a Sheriff's Office Manager, Commander or Sergeant, responsible for providing advanced administrative support to an assigned division. Level II of II in Sheriff's Office Administrative Specialists.

• Provides direct customer service either in person or on the telephone
• Creates and maintains various reports related to assigned division
• Creates and maintains forms, worksheets, and informational materials
• Ensures comprehensive filing systems are maintained and up to date
• Assists in planning and executing special projects and events
• Assists with policy and procedure updates
• Assists in various staffing processes
• Reviews stock inventory and processes purchase requisitions for needed supplies and equipment
• Cross-trains with office staff in other areas to ensure continuity of departmental operations
• Attends all meetings and trainings, as required
• Performs special duties as assigned

Open Records Assignment

• Assists in processing and responding to Open Records Requests

• Researches, prepares, and disseminates information as per guidelines set under the Texas Public Information Act and other applicable policies and laws while maintaining a high level of security and confidentiality
• Locates, compiles, and copies records responsive to verbal and written requests for information
• Reviews records in response to verbal and written requests for information to determine what information can be released, if any, under the Texas Public Information Act and other laws apply to the information requested, as directed by Paralegal; confirms the related charges for copies of and access to public information as allowed under the Texas Public Information Act
• Reviews and prepares records under the Texas Public Information Act; reviews and processes/redacts digital media while maintaining all compliance requirements
• Reviews and processes Texas Public Information Act requests and paperwork for interdictions within the time restrictions set for each request
• Maintains knowledge base of current laws and policies to help minimize liability
• Knowledge of Texas Public Information Act and Privacy Act laws, policies, and regulations

ORGANIZATION RELATIONSHIPS

• Reports directly to – Sheriff's Office Supervisor, Commander or Sergeant
• Direct Reports – No

PHYSICAL DEMANDS

• Position involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carrying

ENVIRONMENTAL FACTORS

• Work is primarily indoors in an air-conditioned environment
• Contact with persons accused or convicted of crimes
• Contact with law enforcement officials and public
• Open Records Assignment: Exposure to graphic reports, video, and audio recordings

IRREGULAR HOURS

• Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required
• May be deemed essential personnel in the event of an emergency
• Regular attendance is required

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

• High School diploma or equivalent
• Two (2) years of clerical experience in a professional office environment

LICENSES AND CERTIFICATIONS

Required within thirty (30) days of employment

• Valid driver's license
• Patrol Assignment: Texas Law Enforcement Telecommunications System (TLETS) certification, Federal Emergency Management Agency (FEMA) certification, Criminal Justice Information Services (CJIS) certification

Required within one (1) year of employment

• Open Records Assignment: Texas Crime Information Center (TCIC) certification, Public Information Act certification, and Federal Emergency Management Agency (FEMA) ICS 100, 200, and 700 certifications

PREFERRED QUALIFICATIONS

• All assignments: Two (2) years of directly related experience to assignment
• CID and Administrative Division Assignments: Two (2) years of budgetary experience
• Open Records Assignment: Associate Degree in a related field
• Personnel Assignment: Familiarity with Texas Commission on Law Enforcement and Human Resources best practices

EMPLOYMENT TESTING

Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal background check: Yes
• Motor Vehicle Record check: Yes
• Drug screening: Yes
• Physical exam: No
• Psychological exam: No
• Additional: N/A

Williamson County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.

TOBACCO FREE WORKPLACE POLICY

Williamson County is a tobacco free workplace. The use of tobacco products (e.g., cigarettes, cigars, pipes, snuff, chew, etc.) and Electronic Nicotine Delivery Systems (ENDS) (e.g., vapor, e-cigarettes, etc.) is prohibited on all Williamson County premises. Employees who violate this policy are subject to appropriate disciplinary action up to and including termination of employment.