Records Technician

This requisition expires on September 9, 2026 but may close earlier if the position is filled prior to the expiration date.

Responsible for handling sensitive information and assisting customers by phone, electronically, and in person in a friendly and professional manner.  ESSENTIAL FUNCTIONS 
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
 
DUTIES

• Complete customer service and administrative functions including, but not limited to, answer, assist, and appropriately direct large call volumes, research and provide requested records timely and effectively, collect fees/payments, provide receipts, prepare daily cash reports, maintain reports and documentation, and notarize official records. 
• Review, assign, and validate records for offenses, detention, citation, and arrest reports to ensure accurate data entry and compliance with national, state, and local guidelines. 
• Complete and ensure correct coding of initial, incident, complaint, and arrest reports according to violation type and any other pertinent information pursuant to applicable state statutes and federal reporting systems.
• Enter information and maintain data integrity with computer system databases that provide information for criminal activity, management of records, statistical reports, and special searches, as required.
• Conduct and review criminal history and background checks in conjunction with processing permits and licensing documents.
• Provide patrol officers information from the classification manual published by the Federal Bureau of Investigations to ensure accurate account of offenses. 
• Respond to court ordered expunctions, sealing of juvenile records and orders of non-disclosure.
• Review and process open record requests; within the time period mandated by the Texas Public Information Act and other state statues. 
• Perform file search for record requests, including but not limited to, coordinating data gathering and disseminating requests to the appropriate personnel, collaborate with internal stakeholders to identify if releasing active case information is appropriate, and seek guidance from City Attorney’s Office on open records requests, as appropriate.
• Manage digital evidence by uploading and exporting to and from various police evidence and case tracking systems. 
• Prepare audio/video media for release by performing required redactions to both video and audio tracks based on laws regarding release of information. 

SUPERVISORY/BUDGET RESPONSIBILITIES

• None. 

OTHER DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

EDUCATION, EXPERIENCE, AND LICENSES/CERTIFICATIONS

• High School diploma or equivalent; and,
• One (1) year experience administrative, clerical, or related field, 

OR

• Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job.

 
REQUIRED SKILLS/ABILITIES
An individual must be able to perform each essential duty satisfactorily. The list below represents the knowledge, skill, and/or ability to perform this job successfully:

• Knowledge of the Texas Public Information Act (Freedom of Information Act) and other applicable statues.
• Skill in providing exceptional service to internal and external customers. 
• Skill in interpersonal relationships, including using tact, patience, and courtesy. 
• Skill in basic problem solving; identifying problems and reviewing related information to develop and evaluate options and implement solutions. 
• Skill in analyzing, researching, and compiling data and thoughts to solve problems. 
• Skill in reading, writing, speaking, and interpersonal communications, including principles of English and grammar usage.
• Skill at the intermediate level, working with Microsoft Office 365, and other software systems to complete work. 
• Ability to comprehend and implement State laws relating to record retention and dissemination according to local government records control schedule and Texas State Library and Archives Commission. 
• Ability to read, understand, and review documents for accuracy and relevant information. 
• Ability to work independently to manage multiple work tasks while balancing competing priorities with attention to detail and in a fast-paced environment.
• Ability to establish and maintain effective interpersonal relationships.
• Ability to maintain records and complex situations of a confidential nature. 
• Ability to handle difficult and stressful situations with professional composure and confidentiality. 
• Ability to communicate effectively, both in oral and written forms, for the needs of the audience.
• Ability to motivate, mentor and train through direct and indirect influence.
• Ability to develop, understand, interpret, and apply rules, policies, and procedures operations. 

CONDITIONS OF EMPLOYMENT

• Must pass a drug test, criminal history background check, employment history verification, and social security number verification.
• Must meet civilian hiring standards of the Denton Police Department.

SAFETY 

• Ensure equipment is in safe operating condition; perform preventive maintenance on tools and equipment, as appropriate and/or notify leadership immediately of needed repairs. 
• Follow established safety procedures and techniques to perform job duties, including lifting and climbing; operate tools and equipment according to established safety procedures.
• Promptly report unsafe conditions in the work area and/or any conditions that are not immediately correctable to leadership.

 WORKING CONDITIONS/PHYSICAL REQUIREMENTS 

• Safety Sensitive (Subject to random drug testing): No.
• Tools/Equipment Used: Standard office equipment, including computer and peripherals.
• Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Lifting no more than 20 pounds and carrying up to 10 pounds.
• Environment: Works in an office setting office; occasionally requires irregular and/or prolonged hours.
• Travel: Travels to City of Denton buildings and professional meetings as required.
• Attendance: Regular and punctual attendance at the worksite is required for this position. May be able to work a 10-hour schedule, if appropriate. Must be able to work overtime, as needed. 
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.

CORE VALUES

• Inclusive
• Collaborative
• Service-Oriented
• Strategically Focused
• Fiscally Responsible

TOP TIER BENEFITS

• Medical, dental, and vision coverage in addition to life and disability insurance plans
• Employee Health Clinic 
• Paid Vacation Days and Paid Holidays
• Retirement Plan 

EEO STATEMENT 
The City of Denton is an equal opportunity employer. It is the City of Denton’s policy to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to any protected class, status, characteristic, or activity. All employment decisions, including decisions regarding recruitment, selection, hiring, compensation, benefits, training, advancement, discipline, discharge, and other terms, conditions, and privileges of employment are made without regard to any lawfully protected class, status, characteristic, or activity.