Records Information Coordinator

Job Title:

Records & Information Coordinator Date Created: 10/01/2026

Department:
Operations Date Revised:

Division:
Operations Salary: $52,236 - $72,881

Grade: 21 FLSA:
Non Exempt Summary of Duties:

The Records and Information Coordinator performs professional and administrative work in support ofNTECC’s agency-wide records and information management function. This position coordinates the organization, maintenance, retrieval, retention, preservation, and authorized disposition of physical and electronic records; processes records requests and formal document production; maintains records system sand tracking information; and collaborates with NTECC departments, member agencies, courts, attorneys,law enforcement partners, and other authorized parties to ensure agency records are accurate, secure,accessible, and appropriately maintained.

Essential Job Functions:

Coordinates NTECC's records and information management activities across departments.

Serves as a primary point of contact for internal and external records-related inquiries and requests.

Receives, reviews, logs, prioritizes, and tracks requests for NTECC records from initial receipt through completion.

Retrieves and prepares records such as 911 and non-emergency telephone calls, radio recordings, computer-aided dispatch (CAD) documents, administrative documents, contracts, policies, correspondence, training records, personnel-related documents, and other agency information.

Maintains subject matter expertise in the Texas Public Information Act (Texas Government Code Chapter 552), Chapters 63 and 70 of Title 1 of the Texas Administrative Code, Attorney General Open Records Decisions and Letter Rulings, and related statutes, regulations, and directives to ensure compliance with public records, information governance, and records management requirements.

Reviews requests for completeness and communicates with requestors when clarification or additional information is required.

Redact records, as required.

Tracks subpoenas, court notifications, and their outcomes.

Identifies records that may contain confidential, protected, security-sensitive, personnel, medical, criminal justice, or other restricted information and refers those records to designated leadership, the Office of Attorney General, or legal counsel for review.

Assists designated leadership and legal counsel with subpoenas, litigation-related requests,investigations, audits, legal holds, and other formal document-production matters.

Represent NTECC and attest to records at legal proceedings and hearings.

Maintains accurate records-request logs, due dates, correspondence, release documentation, records inventories, retention information, and audit trails.

Audits and organizes internal documents, including digitizing printed documents and organizing into document management system.

Establishes and maintains organized physical and electronic filing systems, including standardized filenames, indexes, folder structures, classification methods, and retrieval practices.

Coordinates records digitization, data migration, file organization, inventory, cleanup, preservation,and archival projects.

Develops and maintains records procedures, forms, reference materials, desk guides, file plans, andother operational resources.

Tracks records activity and prepares routine reports concerning request volume, response status,processing timelines, records inventories, and operational needs.

Provides accurate invoices to requestors, accepts and logs payment on behalf of NTECC as definedby Texas Administrative Code 552.Calculates and assesses records-request fees, accepts and processes payments, maintains financial and transactional records, and ensures compliance with applicable agency policies, audit requirements, and accountability standards.

Tracks records retention rules.

Authorizes and ensures destruction of records, when applicable.

Other duties as assigned

Knowledge and

Skills:

Knowledge of professional records organization, filing, indexing, storage, retrieval, and document control practices.

Knowledge of Texas Government and Administrative Code as it relates to the Public Information Act and Open Records,Ability to maintain accurate physical and electronic records.

Ability to learn and apply NTECC policies, records retention practices, request procedures, and applicable records-handling requirements.

Ability to research, locate, compile, organize, and prepare information from multiple sources and systems.

Ability to exercise discretion, maintain…