Records Specialist

OPEN RECORDS SPECIALIST - Police

Under direct supervision, perform all duties necessary for the successful completion of all requests for Open Records. Work alone as necessary. Work any shift, holidays and/or weekends, as required for scheduling by supervision. Perform functions of Records Technician as needed. Perform other related duties as required.

• Comprehend and implement federal, state, local laws relating to open records, maintaining current knowledge of the Texas Public Information Act; adhere to departmental records retention and dissemination policies and procedures.
• Consult with City Attorney regarding proper disposition of all Open Records requests. Correctly determine proper exception(s) to utilize, when applicable, for each request.
• Process requests for Open Records within lawful time constraints. Assess charges for Open Records in accordance with State‑established/published guidelines.
• Review and accurately process all reports, supplements, and citations, handwritten and electronic, according to established procedures.
• Prepare correspondence to requestors and the Texas Attorney General, as directed by the City Attorney.
• Maintain chronological logs with sequential numbering for all Open Records requests received from all sources (e.g., by mail, e‑mail, fax, and in person). Prepare accurate monthly statistical reports.
• Maintain accurate knowledge of the jurisdiction and city limits of Richardson.
• Research case dispositions with Dallas and Collin counties, online and by telephone. Proficiently navigate county computer systems to determine case dispositions.
• Process, copy, and distribute warrants for arrest, affidavits, and cases for filing with the Dallas and/or Collin County District Attorney’s office(s).
• Process all Orders Sealing Juvenile Records immediately upon receipt. Purge juvenile records according to approved records retention schedules.
• Process all Orders Granting Expunctions, insuring all Orders are completed within allotted times. Forward Certificates of Completion to the District Clerk upon completion. Provide accurate information to the public regarding records expunctions and the process involved.
• Maintain general knowledge of Orders of Nondisclosure.
• Communicate courteously, effectively, and clearly, in English, verbally and in writing.
• Simultaneously input, retrieve, and maintain information from various sources.
• Accurately read, type, appropriately process, document, file (in alphabetical and/or numerical order) and distribute information from as needed.
• Proficiently operate and maintain all Records equipment including computers, keyboards, typewriters, copier machine, multi‑line telephone, microfiche reader‑printer, and calculator, and dubbing equipment to make copies from non‑paper media; add paper and toner to applicable equipment, remove paper jams, and perform other related maintenance as required.
• Retrieve/store/file original microfilm in a safe and/or specialty cabinets located in a remote storage area.
• Retrieve and file paperwork in open shelf file cabinets to a height of ten feet. Operate and maintain manually operated and fully loaded open‑shelf file cabinets (required adequate strength to turn).
• Lift, carry, drag, hold, pull and/or push storage boxes, weighing up to 55 pounds, moving them to remote site by dolly, motor vehicle, and by hand. Climb stairs and/or ladders to a height up to 8 feet to file storage boxes weighing up to 45 pounds.
• Read, code, and enter police reports into computer system by National Incident Based Reporting/Uniform Crime Reporting and Texas Penal Code Laws and standards, sitting for extended periods of time while performing work.
• Utilize departmental programs, databases, and other resources to assist the public and departmental personnel with requests, by telephone, in writing, and in person, at a service window four (4) feet high.
• Accurately count money, personal checks, and/or money orders, make correct change, and maintain cash box for fees collected by mail and in person.
• Assist in training new employees, preparing performance evaluations, and budget preparation as needed.
• In absence of supervisor, supervise other…