Records Clerk

Under general supervision of the Administrative Sergeant, the Records Clerk performs a wide range of office support functions to include creating, reviewing and processing law enforcement documents and records, identifying and correcting errors and omissions on documents received from staff and/or the public, performing data entry, and maintaining records. Applies existing policies and procedures to complete assignments. Uses a variety of computer operations and/or specialized software to complete daily assignments. Responds to non-routine or more complex case files.

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.Duties are subject to possible modification to reasonably accommodate individuals with disabilities.

• Responds to intergovernmental requests for information, applies applicable statutory considerations, and releases information accordingly. 
• Records and processes reports from source documents, according to NIBRS codes.
• Oversees the intake process for offenses reported through the Mark43 system, to include report reviews or approvals when necessary.
• Inventories and schedules departmental and case records for retention. This includes fingerprint cards, arrest reports, juvenile files, etc. 
• Provides assistance to citizens and other departments regarding public information matters. 
• Composes, edits, and types correspondence, affidavits, memoranda, reports, and other documents. 
• Assists with responses to civil and criminal subpoenas to include compiling documents, reviewing statutory parameters regulating the release of information and appearing for court proceedings. 
• Provides responses to requests for the police department’s paper, digital, and audio records within the time period mandated by the Texas Public Information Act. 
• Reviews requests for information and makes an initial determination as to which requests require an opinion from the Office of the Attorney General, in cooperation and collaboration with the District’s police department. 
• Contacts investigator for active cases to determine whether the release of information would hinder the investigation or prosecution of said case. 
• Disseminates applicable portions of received requests to the District’s attorney, where necessary.
• Performs various administrative tasks requiring tracking, interaction, and coordination with departmental staff and other District departments and vendors.
• Works with area counties’ Juvenile Probations offices regarding case records for juvenile offenders, case clearances, and sealing of juvenile records. 
• Assists Criminal Investigations Division (CID) with projects, assignments, reports when needed.
• Collects fees and provides receipts for monies received.
• Provides customer service to walk-in customers by processing copies of incident, accident, arrest, and offense reports, where appropriate.
• Answers and directs telephone calls to appropriate personnel. 
• Travels to attend assigned offsite trainings. 
• Regular and consistent attendance for the assigned work hours is essential. 
• Performs other related duties as assigned, including occasional overtime if needed.

MINIMUM QUALIFICATIONS:

• Knowledge of the Public Information Act. 
• Ability to obtain and maintain a Texas Notary Public commission.
• Knowledge of customer service methods and techniques. 
• Knowledge of rules of grammar and practices of document preparation. 
• Knowledge of computers and related hardware and software equipment to maintain multiple databases and spreadsheets.
• Knowledge of (or ability to learn) District policies and procedures. 
• Effective research skills.
• Skilled in oral and written correspondence. 
• Skill in collecting, providing change and receipting monies for records and/or permits fees.
• Can prioritize workload and meet statutory and court-ordered deadlines.
• Skill in resolving customer complaints and concerns. 
• Ability to multi-task and work efficiently, including in situations where work is interrupted by other tasks.
• Ability to act with discretion and maintain confidentiality.

Education and Experience:

• High school diploma (or GED), and two-three years of experience in reporting data according to NIBR system guidelines, and completing public information requests in a police records environment, or the equivalent combination of education and experience.
• Must possess a valid State of Texas driver license. 
• Must be able to pass a criminal background check, drug screening, and pre-hire and periodic CJIS background checks. 

Required Licenses or Certifications:  

• May be required to obtain National Crime Information Center and Texas Crime Information Center certifications. 

ENVIRONMENTAL FACTORS & CONDITIONS / PHYSICAL REQUIREMENTS

Environmental Factors and Conditions:

• Work is performed in an office setting. A flexible workweek scheduled may be available. 

Physical Demands: This work typically requires the following physical activities to be performed.

• Crouching – bending body forward by bending leg, spine.
• Fingering – picking, pinching, typing, working with fingers rather than hand. 
• Handling – picking, holding, or working with whole hand.
• Hearing – perceiving sounds at normal speaking levels, receive information. 
• Kneeling – bending legs at knee to come to rest at knees.
• Lifting – raising objects from lower to higher position, moving objects from side to side using upper extremities, back. 
• Mental acuity – ability to make rational decisions through sound logic, deductive reasoning.
• Reaching – extending hands or arms in any direction. 
• Repetitive motion – substantial movements of wrists, hands, fingers. 
• Speaking – expressing ideas with spoken word to convey detailed important instructions accurately and concisely. 
• Standing – for sustained periods of time. 
• Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
• Visual acuity – prepare, transcribe, and analyze data; extensive reading for long periods at computer terminal.
• Walking – on foot to accomplish tasks; long distances and/or site-to-site. 

Equipment and Tools Utilized: Personal computer; copier; calculator; other standard office equipment; District vehicle on occasion.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein.