Records Specialist

GENERAL STATEMENT:

Under general direction, performs complex clerical and technical work with a great deal of independence to facilitate the mission of the Kyle Police Department; performs specialized law enforcement and other criminal justice records data entry, maintenance, verification and retrieval duties in response to internal and external requests.

ESSENTIAL FUNCTIONS:

• Performs office management duties; organizes, develops and implements procedures for executing various administrative assignments.

• Prepares/receives correspondence, reports or other work products; notarizes documents.

• Reviews incoming correspondence for items of special interest to supervisors; determines when pertinent materials for files need to be attached based upon a thorough knowledge of program activities; composes departmental correspondence.

• Responsible for the maintenance of official records and files of the department, including the Records Management System (RMS) and Computer Aided Dispatch System (CAD), online/internet systems, email service requests, and Open Records requests; departmental correspondence and other records/files as assigned.

• Prepares statistical reports, documents, and graphs. Handle all correspondence, written and electronic, regarding offense reports and criminal histories.

• Answers telephone, greets the public, sends/receives facsimiles, provides and receives written and verbal information to the public, responds to citizen service requests; directs inquiries, complaints, and/or other requests to appropriate City department(s), employee(s) or official(s).

• Maintains utmost confidentiality as to City matters in dissemination of information.

• Responsible for petty cash fund.

• Generate and verify Uniform Crime Report; verify records, data and report summaries entered into the various departmental databases by staff.

• Prepare various printouts and reports for police staff, other City departments, the general public, and other agencies as necessary; respond to court orders.

• Attend and participate in training seminars and programs, continually keep abreast of changes in procedures, regulations and laws for record keeping.

• Oversee records destruction process; submit reports to Texas State Library.

• Collate and file a variety of reports, records, information and paperwork; participate in maintaining an up-to-date police records filing system; prepare photocopies; distribute material as appropriate; purge files.

• Read and categorize offense reports for transfer to the Uniform Crime Report (UCR) for the Department of Public Safety. Ensure that all reports are accounted for. Accurately record and report UCR statistics to the Department of Public Safety by the required monthly deadline.

• Custodian of al case related documents. Censor information given to the public in accordance with the Open Records Act; and respond to all requests in a prescribed timeline.

• Testify in court as custodian or records, whenever subpoenaed. Ay serve as witness to statements received from prisoners or suspects.

• May prepare a variety of permits; maintains files associated with permits.

• Performs all other duties as assigned.

Must exemplify the Team Kyle Core Roles as an Employee by:

• KnowledgeKnowledgeable in all aspects of job and City operations; maintains high quality of work; follows health and safety guidelines.

• Yes-Attitude Demonstrates superior customer service; treats other employees and citizens with kindness; promotes goodwill; solves conflict with tact.

• Leading Edge Continually looking for areas to improve upon; decisive and adaptive; supports new ideas; a driver for change. Innovative

• Employee Accountability -Actively seeks and gives performance feedback in order to determine developmental opportunities; uses feedback as an opportunity for continuous improvement.

QUALIFICATIONS, EXPERIENCE AND/OR CERTIFICATION REQUIREMENTS:

• High School Graduate or Equivalent;

• Three (3) years previous police Records Specialist experience preferred, or equivalent combination of training or experience which evidences a comprehensive knowledge of required job duties and expectations.

• Ability to obtain notary license upon hire.

• Must possess a valid Texas Driver's License; Must pass an extensive personal background check.

Anyone who poses a direct threat to the health and safety of himself/herself or to others in the workplace will be deemed not qualified for this position.

TEAM KYLE BENEFITS!

• Medical, Dental & Vision Coverage - United Healthcare 100% Employee Paid Premiums

  • A portion of dependent premiums is covered by the City.

• Wellness Initiatives

• Virtual Doctor Visits 24/7

• Retirement - Texas Municipal Retirement System (TMRS) **Restricted

• Mission Square - optional 457-deferred compensation plan

• Flexible Spending Accounts

• City-paid Life and AD&D Insurance, and Short Term/Long Term Disability

• Employee Assistance Program

• Vacation

• Sick Leave

• Holidays

• Longevity Pay

• Tuition Reimbursement

See full details on www.cityofkyle.com/humanresources/benefits