Records Coordinator

GENERAL STATEMENT OF JOB

This classification serves as a liaison between the Police Department and other departments/divisions, staff members, County officials, the public, community leaders, and outside agencies. Receives, analyzes, and responds to requests for department records related to administrative, operational, civil, and criminal matters within the required deadlines established by state law. Reviews, analyzes, and provides information and updates to requestors and other stakeholders.

• Conduct accurate legal analysis to redact all protected information according to state and federal law. Records that require review and redaction include paper documents, electronic files, photographs, videos, and audio files.
• Provide a requester with each legal basis for every redaction, including every document withheld from disclosure.
• Interact with various officials and dignitaries involving sensitive client relations; convey information among division/department personnel; circulate documentation to appropriate departments.
• Analyze the requested records or the expected number and type of records from the internal sources and, within the required three business days of receipt, either provide the records to the requester or a reasonable estimate of time for providing the records, and an estimate of costs (if applicable).
• Maintain a working knowledge of the Georgia Open Records Act and department training related to the Act.
• Maintain a thorough knowledge and understanding of the services, policies, programs, and operations of the Police Department.
• Request, collect and track the receipt of the requested records from sources within the department. Compare the received records to the original request to ensure accuracy and completeness.
• Provide invoices and receive payments from requestors when applicable.
• Determine and track the status of investigations conducted by the department personnel to determine whether requested investigative records are releasable.
• Conduct research of department files, database records, hardcopy materials, Internet sites, or other sources as needed.
• Management may assign additional functions related to the type of work of the position as necessary.

• Requires an associate degree in business or office administration.
• Supplemented by five (5) years of progressively responsible secretarial, office administration (preferably in a municipal environment), customer service, and or record management experience and/or training; or
• Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• May require possession and maintenance of valid State of Georgia Notary Public certification.

Knowledge, Skills, and Abilities:

• Maintain a working knowledge of the Georgia Open Records Act and department training related to the Act.
• Maintain a thorough knowledge and understanding of the services, policies, programs, and operations of the Police Department.