Records Specialist

The Records Specialist performs clerical, technical, and administrative duties related to the processing, maintenance, retention, and release of police records. This position ensures the accuracy, security, and compliance of all records produced by the Police Department while providing a high level of customer service to the public, outside agencies, and internal staff. Work involves data entry, digital preservation, records review, public information processing, and support of case filing activities.

The position maintains the integrity of police records by providing security and preserving the chain of custody as mandated by state law. Ensure records and evidence are accurate, complete, logged, and secured for safekeeping and retrieval. This role requires specialized knowledge of state laws and departmental rules and acute attention to detail. Due to the sensitive and confidential nature of information processed, employees exercise considerable discretion and must be able to multitask effectively.

The Records Specialist performs clerical, technical, and administrative duties related to the processing, maintenance, retention, and release of police records. This position ensures the accuracy, security, and compliance of all records produced by the Police Department while providing a high level of customer service to the public, outside agencies, and internal staff. Work involves data entry, digital preservation, records review, public information processing, and support of case filing activities.

The position maintains the integrity of police records by providing security and preserving the chain of custody as mandated by state law. Ensure records and evidence are accurate, complete, logged, and secured for safekeeping and retrieval. This role requires specialized knowledge of state laws and departmental rules and acute attention to detail. Due to the sensitive and confidential nature of information processed, employees exercise considerable discretion and must be able to multitask effectively.

• Receive, review, verify, enter, and maintain physical, electronic, and digital police records, including arrest reports, offense reports, crash reports, warrants, and witness statements.
• Preserve records and manage electronic evidence in accordance with departmental procedures and applicable laws.
• Review offense, arrest, and accident reports to ensure completeness, accuracy, proper coding, and compliance with NIBRS and other reporting standards.
• Complete monthly submissions for Uniform Crime Reporting (UCR) to the State of Texas.
• Process case filings by collecting all related documentation, investigative details, and digital media, and electronically submit cases to the appropriate prosecuting office.
• Prepare case packets for submission to the appropriate prosecuting office by gathering all documents submitted by officers, including copies of 9-1-1 calls, body camera videos, in-car camera videos, and other digital media evidence.
• Receive, track, respond to, and manage Open Records Requests in accordance with the Texas Public Information Act.
• Enter accident reports, case dispositions, records checks, and other related documents into the software system accurately and timely.
• Assist customers in person, by phone, email, or fax with requests for reports, forms, background checks, warrants, affidavits, and other records.
• Process interagency requests from prosecuting offices, other investigative agencies, and other law enforcement agencies.
• Assist with Public Information Act requests, including review and redaction of records prior to release.
• Prepare detailed reports as needed, track crime stats and trends, and perform data entry and document management tasks.
• Assi…