Job Description

Summary

Responsible for performing professional processing of police records. Also, responsible for utilizing city guidelines to perform job functions regarding retention and destruction of records regulations, alarm ordinances, open records laws, and petty cash control.

Essential Duties and Responsibilities

• Comprehend and implement federal, state, local laws relating to open records and the Texas Public Information Act and adhere to departmental records retention and dissemination policies and procedures.
• Consult with the City Attorney's Office regarding proper disposition of all Open Records requests to correctly determine proper exception(s) to utilize, when applicable.
• Process requests for Open Records within lawful time constraints.
• Assess charges for Open Records in accordance with State-established guidelines.
• Review and accurately process all incident reports and supplements, according to established procedures.
• Maintain 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 when requested.
• Research case dispositions in Dallas County online by proficiently navigating the county computer system to determine case dispositions when necessary to respond to a request.
• Process and upload into the Department's system, cases for filing with the Dallas County District Attorney's offices.
• Process all Orders Sealing Juvenile Records immediately upon receipt.
• Purge juvenile records according to approved records retention schedules.
• Process all Orders Granting Expunctions, ensuring all Orders are completed within allotted times.
• Forward Certificates of Completion to applicable court 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, verbally and in writing.
• Retrieve original microfilm in a safe and secure manner to protect from damage.
• Retrieve and file paperwork in open shelf file cabinets to a height of ten feet.
• Operate and maintain open-shelf file cabinets Review National Incident Based Reporting (NIBRS) error report and edit each identified report by correcting the specific entry and submit to the state, ensuring that the error rate is less than the allowable percentage.
• Utilize departmental programs, databases, and other resources to assist the public and departmental personnel with requests, by telephone, in writing, and in person.
• Accurately count money, personal checks, and money orders, make correct change, and maintain cash box for fees collected by mail and in person.
• Assist in training new employees and reporting progress to the unit supervisor.
• Operate a city-owned motor vehicle to attend/testify in all criminal and civil courts when summoned, and training schools/seminars and/or other city-related duties that may require travel.
• Act as a notary for the department and for specific case reporting from the public.

Minimum Qualifications

• High School Diploma or General Equivalency Diploma (GED)
• Up to 1-year related experience
• Ability to successfully complete a background check and polygraph testing
• Ability to type at least 30 words per minute
• Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

Preferred Qualifications

Education/Experience:

• 6 months advanced training or coursework past the high school level
• 1-2 years experience as a secretary, administrative assistant and/or data processor in a police department
• Texas Law Enforcement Telecommunications System (TLETS) Operator certification preferred

Knowledge, Skills & Abilities:

• Basic knowledge of Police Record Keeping procedures
• Basic knowledge of federal, state, and local regulations in regard to Public Information Act
• Basic knowledge of clerical requirements, subpoenas, depositions, etc.
• Basic knowledge of data entry systems and procedures
• Skill using in Microsoft Office software including Access, Word, Outlook, and Excel
• Skill using computer software and programs including I-LEADS, Informer Client, etc
• Ability to apply current office technology, resources, and services to assist officers, departments, and the general public
• Ability to maintain sensitive information in a confidential manner

Licenses and Certifications:

• Valid Class C Texas driver's license

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