Records Clerk

GRAYSON COUNTY
JOB POSTINGS

Equal Opportunity Employer

Persons with disabilities are encouraged to request assistance during the application process. Please call the Human
Resources Department at 903-813-4091 to request assistance.

Date Posted: June 12, 2026

Closing Date: Open Until Filled

Position: Records Clerk

Department: Sheriff’s Office - Administration Bureau
Minimum Salary: $ 46,450 annually
Duties: Position prepares, reviews, organizes, and submits criminal case
files to the District Attorney’s Office for prosecution, and performs a
variety of administrative and technical duties in support of the

agency records retention, redaction and release. Duties include:

• Review offense reports, arrest affidavits, and supplemental

documentation for completeness, accuracy, and legal
sufficiency prior to submission to the District Attorney’s
Office.

• Prepare and submit case files to the District Attorney’s Office

in accordance with established procedures and deadlines.

• Ensure all required documentation, including reports,

probable cause affidavits, evidence logs, and supporting
materials, are properly compiled and organized.

• Verify charges, statutes, and case details align with

applicable laws and prosecutorial requirements.

• Division (CID), and supervisors to obtain missing information

or clarification on case details.

• Maintain logs and tracking systems for submitted cases,

including status updates and follow-up actions.

• Respond to requests from the District Attorney’s Office for

additional documentation, corrections, or supplemental
reports.

• Enter and maintain accurate case information in agency

records management systems (RMS) and related
databases.

• Ensure compliance with departmental policies, legal

standards, and records retention requirements.

• Maintain strict confidentiality and security of sensitive case

information.

• Maintain all records for the agency.

• Redact and release records upon public request made in

compliance with Texas Public Information Act.

• Attend regular training and receive updates on legal

requirements.

• Coordinate with legal professionals for proper release of

records.

• Assist with audits and quality control reviews of submitted

case files.

• Provide administrative support to investigative personnel as

needed.

• Testify in court regarding case file preparation and records,

when required.

Qualifications: • Basic computer functions and software applications (Word,
Excel, Adobe, Email).

• Criminal justice processes, legal terminology, and case filing

procedures.

• Applicable Texas laws, statutes, and requirements for

criminal case prosecution.

• Agency-specific systems such as RMS, case management

systems, and digital evidence platforms.

• Records management standards and retention

requirements.

• Graduation from high school or a general equivalency

diploma (GED), supplemented by course work in criminal
justice, public administration, or a related field is preferred.

• Valid Driver’s License.

Requirements: Position requires strong organizational skills, attention to detail, and
the ability to manage high volumes of documentation. Must be
proficient in Microsoft Word, Excel, and Outlook, including the ability
to create and manage spreadsheets and track data. Requires

strong interpersonal and communication skills, as well as the ability
to work effectively with law enforcement personnel and
prosecutorial staff. Experience in records management, legal
support, or law enforcement administrative functions is preferred.

Benefits: Excellent benefits including employer paid health insurance,
vacation leave, sick leave, and retirement.