A high school diploma or GED and at least two years of records management experience, at least two years of management experience, or an equivalent combination of education and experience are required.
Must maintain absolute confidentiality of all records and information and submit to a pre-employment polygraph examination.
Must possess a valid Texas driver’s license.
Must obtain and maintain Notary Public certification within a specified timeframe.
Knowledge of general office practices and equipment, including standard computer software applications, and intermediate ability to enter information quickly and accurately into a variety of systems.
Ability to process transactions using cash, check, and credit card payment methods as needed.
Ability to operate a multiple-line telephone system and handle a high volume of calls.
Effective and professional verbal and written communication skills.
Ability to perform clerical duties, including composing correspondence and legal documents, mailing, faxing, scanning, and filing.
Ability to maintain physical and electronic records and files.
Ability to research and compile information using multiple logs, records, and databases.
Ability to read, analyze, interpret, and evaluate police reports and research applicable police standards and procedures, city policies and guidelines, and state and federal rules and regulations.
Ability to establish and maintain cooperative working relationships with City employees, other law enforcement agencies, judiciary entities, and the public.
Ability to maintain and enforce security for confidential information, documents, and records.
Ability to organize, set priorities, manage time and demands effectively, and make independent judgments under general supervision.
Ability to pull, push, lift, and carry items weighing up to 40 pounds.
May be required to work immediately before, during, or immediately after an emergency or disaster.
Responsibilities
Interpret the Texas Public Information Act, the Texas State Library Retention Schedule, and other statutes and policies related to management and release of departmental records.
Respond to, supervise, and/or assist with public information requests.
Perform and assist with records retention activities.
Provide professional guidance to callers and visitors seeking services and information.
Oversee review of submitted records and documents for accuracy and evaluate records against Public Information Act exceptions before dissemination via public internet sites.
Generate cost estimates in response to public information requests as needed.
Perform notary duties.
Manage multiple tasks and projects simultaneously while meeting deadlines.
Respond professionally and promptly to questions from the public, employees, Police Records Clerks, other agencies, and City departments.
Maintain current training and knowledge of the Texas Public Information Act, Texas State Library retention schedule, and related statutes.
Attend and participate in professional group meetings as requested.
Assist with annual development and implementation of Records Division goals and objectives.
Analyze records submitted into the National Incident-Based Reporting System for the State of Texas and the Federal Bureau of Investigation as needed.
Support the Records Supervisor with oversight, training, and development of team members as needed.
Testify in court if the Records Supervisor is unavailable.
Follow New Braunfels Police Department policies and procedures and state and federal law to help ensure personnel and public safety.
Perform other specialized duties related to the assigned area as assigned or required.
Desired Qualifications
Certification as a Notary Public is preferred.
Knowledge of the basic functions, procedures, and policies of the City of New Braunfels and the New Braunfels Police Department.
Knowledge of applicable City, county, state, and federal laws, regulations, codes, and ordinances.
Knowledge of basic laws and regulations governing release of information from law enforcement agency records.
Knowledge of recordkeeping, case files, and records management principles.
Knowledge of Uniform Crime Reporting Program and National Incident-Based Reporting System procedures.
Department:
Police Department Support Services
FLSA Status:
Nonexempt
Hiring Salary:
$19.56-$23.48
Welcome, ‘ist das Leben schön!’ (Life is good!) At the City of New Braunfels, we seek out people ready to serve the community, plan for the future, and preserve our well-renowned natural beauty. Our five Core Values serve as a cornerstone of our work: Integrity, Service, Visionary Leadership, Stewardship of Resources, and Cultural Heritage. Do our values speak to you?
Welcome, ‘ist das Leben schön!’ (Life is good!) At the City of New Braunfels, we seek out people ready to serve the community, plan for the future, and preserve our well-renowned natural beauty. Our five Core Values serve as a cornerstone of our work: Integrity, Service, Visionary Leadership, Stewardship of Resources, and Cultural Heritage. Do our values speak to you?
What we’re looking for: Under general supervision, this role within the New Braunfels Police Department (NBPD), Support Services Division processes reports, public requests for information, and other legal documents for NBPD; reviews records for compliance and accuracy in automated records management systems. This role provides information within scope of authority, ensuring compliance with all applicable federal, state and local statutes, policies, and guidelines related to open records requests, and provides exceptional service to internal and external customers.
Benefits & Total Rewards:
Our City team members are our most valuable asset! We offer Total Rewards when you join our team.
Competitive medical, dental and vision insurance
2:1 match on retirement contribution
Paid volunteer time off – 16 hours per year
Vacation accrual starts at date of hire – up to 120 hours annually your first year
Get paid to stay – longevity pay on top of your regular pay after one full year
Tuition reimbursement program
Bilingual pay offered
Keep learning – professional and personal development training available
The responsibilities you’ll be trusted with:
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. Some of the duties listed may not be performed by all departments.
Performs complex interpretation of the Texas Public Information Act, the Texas State Library Retention Schedule and other statues and policies pertaining to the management and release of departmental records.
Responds to, supervises and/or assists with requests for public information.
Performs and assists with records retention activities.
Provides exceptional customer service by offering professional guidance to callers and visitors in their requests for services and information.
Oversee the review of submitted records and documents for accuracy and evaluate records against Public Information Act exceptions for dissemination via public internet sites.
As needed, generates cost estimates in response to Public Information requests.
Performs notary duties.
Manages multiple tasks and projects simultaneously while under deadlines.
Provides professional and timely responses to questions from the public, employees, Police Records Clerks, other agencies, and City departments.
Maintains up-to-date training and knowledge of the Texas Public Information Act, Texas State Library retention schedule and related statutes.
Attends and participates in professional group meetings as requested.
Assists in annual development and implementation of Records Division goals and objectives.
May analyze records submitted into the National Incident-Based Reporting System for the State of Texas, and Federal Bureau of Investigation.
Supports the Records Supervisor in the oversight, training, and development of team members as needed.
May testify in court if the Records Supervisor is unavailable.
Complies with all New Braunfels Police Department policies, procedures, state law and federal law to ensure the safety of personnel and the public.
Performs other specialized duties relative to area of assignment as assigned or required.
Your areas of knowledge and expertise that matter most for this role:
Education and Experience:
High school diploma or GED; AND a minimum of two (2) years of records management experience, OR a minimum of two (2) years of management experience, OR an equivalent combination of education and experience.
This position requires maintaining absolute confidentiality of all records and information. Therefore, you will be required to submit to a pre-employment polygraph examination as part of the pre-employment screening process.
Required Licenses or Certifications:
Must possess a valid Texas Driver’s License.
Certification as a Notary Public License is preferred; ability to obtain and maintain Notary Public certification is required within a specified timeframe.
Required Knowledge and Skills:
General office practices and equipment, including standard computer software applications. Possesses, and applies intermediate skills when entering information with speed and accuracy into a variety of systems. Assists with processing transactions via cash, check and credit card payment methods as needed.
Capable of operating a telephone system with multiple lines and handling a high volume of phone calls.
Effective and professional verbal and written communication skills.
Performs a variety of clerical duties including but not limited to, composing correspondence and legal documents, mailing, faxing, scanning, and filing.
Maintenance of physical and electronic records and files.
Researching and compiling information by accessing multiple logs, records, and databases.
Reading, analyzing, interpreting, and evaluating police reports, researching applicable police standards and procedures, city policies and guidelines and applicable State and Federal rules and regulations.
Establishing and maintaining cooperative working relationships with City employees, other law enforcement agencies, judiciary entities, and the general public.
Maintaining and enforcing all aspects of security in for confidential information, documents and records.
Ability to organize, set priorities, effectively manage time and demands and make independent judgments under general supervision.
Preferred Knowledge and Skills:
Basic functions, procedures, and policies of the City of New Braunfels, and New Braunfels Police Department.
Applicable City, county, state and Federal laws, regulations, codes, and ordinances.
Basic laws and regulations governing the release of information from law enforcement agency records.
Principles of recordkeeping, case files, and records management.
Uniform Crime Reporting Program / National Incident-Based Reporting System procedures.
Physical Demands / Work Environment:
Work is performed in a standard office environment subject to sitting, standing, bending, and reaching for extended periods of time; and must be able to pull, push, lift, and carry items weighing up to forty (40) pounds.
May be required to work immediately before, during or immediately after an emergency or disaster.
NOTE: This position is designated safety/security sensitive.
The City of New Braunfels is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, gender identity, marital status, military status, order of protection status, or any other legally recognized protected basis under federal, state, or local law.