Records Management Specialist

Description

Responsibilities

• Plans, prioritizes, and assigns daily work tasks.
• Responsible for research, timely entry, and removal of records in the agency databases.
• Maintains a variety of records and statistical reports (both monthly and annually).
• Establishes and maintains various computerized and paper files.
• Retrieves, records, and refiles paper or computer documents.
• Answers, screens, and directs telephone calls.
• Responds to questions and makes referrals to other sources of information.
• Provides administrative support in all capacities to agency employees/units where assigned including CID, Patrol, Records and Warrants.
• Provides office coverage when needed for the other administrative staff, including but not limited to, answering phones, completing records, information gathering, etc.
• Takes dictation, transcribes, and types correspondence.
• Composes, types, edits, and prepares various final correspondence to include letters, requisitions, memoranda, reports, forms, narratives, and bulletins.
• Responsible for maintaining the integrity of official records and files of the department, including the Records Management System (RMS) online/internet systems, email service requests, Open Records requests, and departmental correspondence and other records/files as assigned.
• Attend and participate in training seminars and programs continually keep abreast of changes in procedures, regulations and laws for record keeping.
• Ability to read and comprehend law enforcement records, offense codes, and regulations governing records management activities.
• Ability to exercise judgement and discretion in dealing with the public and in interpreting and applying departmental policies and procedures.
• Ability to compose and prepare reports, records, and correspondence.
• Ability to interpret and execute complex written and oral instructions.
• Ability to successfully multi-task; remain calm and act resourcefully in the performance of job responsibilities.
• Work closely with the Records Supervisor when reviewing and processing expunction and sealing orders from the court.
• Coordinates with the Records Supervisor to oversee the records destruction process.
• Handle all correspondence, written and electronic regarding offense reports and criminal histories.
• Communicates all changes and problems to supervisor.
• Requires the employee to be able to render credible testimony in any court proceeding to include Justice Courts, County Courts, District Courts, and any U.S. Federal Court
• Performs other duties as assigned.

Education and/or Experience

• Any equivalent combination of experience or training may be substituted on a year for year basis.
• Requires High School Diploma or GED.

Other Qualifications, Certificates, Licenses, Registrations

• Class C TX driver’s license.
• Bilingual may be preferred (Spanish and English).
• Ability to maintain continuing education requirements for the State of Texas.
• TCIC/NCIC certified or must be able to obtain certification within 1 year of hire date.
• May require emergency dispatch certification or must be able to obtain certification within 1 year of hire date if assignment includes TLETS/NLETS access.