Records Clerk

Under general supervision of the Administrative Sergeant, the Records Clerk performs a wide range of office support functions to include creating, reviewing and processing law enforcement documents and records, identifying and correcting errors and omissions on documents received from staff and/or the public, performing data entry, and maintaining records. Applies existing policies and procedures to complete assignments. Uses a variety of computer operations and/or specialized software to complete daily assignments.

Responds to non-routine or more complex case files.

PLEASE NOTE:

This is a full-time position (40 hours per week), working out of Elm Ridge's headquarters at 700 Savannah Boulevard, Aubrey, TX. Work-from-home is not available for this position.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Duties are subject to possible modification to reasonably accommodate individuals with disabilities.

• Responds to intergovernmental requests for information, applies applicable statutory considerations, and releases information accordingly.
• Records and processes reports from source documents, according to NIBRS codes.
• Oversees the intake process for offenses reported through the Mark
  43 system, to include report reviews or approvals when necessary.
• Inventories and schedules departmental and case records for retention. This includes fingerprint cards, arrest reports, juvenile files, etc.
• Provides assistance to citizens and other departments regarding public information matters.
• Composes, edits, and types correspondence, affidavits, memoranda, reports, and other documents.
• Assists with responses to civil and criminal subpoenas to include compiling documents, reviewing statutory parameters regulating the release of information and appearing for court proceedings.
• Provides responses to requests for the police department’s paper, digital, and audio records within the time period mandated by the Texas Public Information Act.
• Reviews requests for information and makes an initial determination as to which requests require an opinion from the Office of the Attorney General, in cooperation and collaboration with the District’s police department.
• Contacts investigator for active cases to determine whether the release of information would hinder the investigation or prosecution of said case.
• Disseminates applicable portions of received requests to the District’s attorney, where necessary.
• Performs various administrative tasks requiring tracking, interaction, and coordination with departmental staff and other District departments and vendors.
• Works with area counties’ Juvenile Probations offices regarding case records for juvenile offenders, case clearances, and sealing of juvenile records.
• Assists Criminal Investigations Division (CID) with projects, assignments, reports when needed.
• Collects fees and provides receipts for monies received.
• Provides customer service to walk-in customers by processing copies of incident, accident, arrest, and offense reports, where appropriate.
• Answers and directs telephone calls to appropriate personnel.
• Travels to attend assigned offsite trainings.
• Regular and consistent attendance for the assigned work hours is essential.
• Performs other related duties as assigned, including occasional overtime if needed.

• Knowledge of the Public Information Act.
• Ability to obtain and maintain a Texas Notary Public commission.
• Knowledge of customer service methods and techniques.
• Knowledge of rules of grammar and practices of document preparation.
• Knowledge of computers and related hardware and software equipment to maintain multiple databases and spreadsheets.
• Knowledge of (or ability to learn) District policies and procedures.
• Effective research skills.
• Skilled in oral and written correspondence.
• Skill in collecting, providing change and receipting monies for records…