Senior Administrative Specialist - Records

Job Title

Reporting directly to a Sheriff's Office Manager, Commander or Sergeant, responsible for providing advanced administrative support to an assigned division. Level II of II in Sheriff's Office Administrative Specialists.

Provides direct customer service either in person or on the telephone

Creates and maintains various reports related to assigned division

Creates and maintains forms, worksheets, and informational materials

Ensures comprehensive filing systems are maintained and up to date

Assists in planning and executing special projects and events

Assists with policy and procedure updates

Assists in various staffing processes

Reviews stock inventory and processes purchase requisitions for needed supplies and equipment

Cross-trains with office staff in other areas to ensure continuity of departmental operations

Attends all meetings and trainings, as required

Performs special duties as assigned

Assists in processing and responding to Open Records Requests

Researches, prepares, and disseminates information as per guidelines set under the Texas Public Information Act and other applicable policies and laws while maintaining a high level of security and confidentiality

Locates, compiles, and copies records responsive to verbal and written requests for information

Reviews records in response to verbal and written requests for information to determine what information can be released, if any, under the Texas Public Information Act and other laws apply to the information requested, as directed by Paralegal; confirms the related charges for copies of and access to public information as allowed under the Texas Public Information Act

Reviews and prepares records under the Texas Public Information Act; reviews and processes/redacts digital media while maintaining all compliance requirements

Reviews and processes Texas Public Information Act requests and paperwork for interdictions within the time restrictions set for each request

Maintains knowledge base of current laws and policies to help minimize liability

Knowledge of Texas Public Information Act and Privacy Act laws, policies, and regulations

Reports directly to – Sheriff's Office Supervisor, Commander or Sergeant

Direct Reports – No

Position involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carrying

Work is primarily indoors in an air-conditioned environment

Contact with persons accused or convicted of crimes

Contact with law enforcement officials and public

Exposure to graphic reports, video, and audio recordings

Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required

May be deemed essential personnel in the event of an emergency

Regular attendance is required

High School diploma or equivalent

Two (2) years of clerical experience in a professional office environment

Valid driver's license

Texas Law Enforcement Telecommunications System (TLETS) certification, Federal Emergency Management Agency (FEMA) certification, Criminal Justice Information Services (CJIS) certification

Texas Crime Information Center (TCIC) certification, Public Information Act certification, and Federal Emergency Management Agency (FEMA) ICS 100, 200, and 700 certifications

All assignments:
Two (2) years of directly related experience to assignment

CID and Administrative Division Assignments:
Two (2) years of budgetary experience

Open Records Assignment:
Associate Degree in a related field

Personnel Assignment:
Familiarity with Texas Commission on Law Enforcement and Human Resources best practices

Criminal background check:
Yes

Motor Vehicle Record check:
Yes

Drug screening:
Yes

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