Records Management Coordinator

1 week ago

San Marcos, California, United States Hays County Full time
Key Responsibilities:
  • Organizes, prioritizes, and delegates daily operational tasks.
  • Acts as the custodian for all Class B and higher warrants issued.
  • Conducts research and ensures timely entry and removal of records in state and national databases.
  • Validates monthly audits from the Texas Department of Public Safety.
  • Maintains adequate supplies for the division's operations.
  • Manages a variety of records and statistical reports on a monthly and annual basis.
  • Copies and organizes materials for distribution and storage.
  • Establishes and maintains both computerized and physical filing systems.
  • Retrieves, documents, and re-files both paper and digital records.
  • Handles incoming calls, screening and directing them appropriately.
  • Responds to inquiries and refers individuals to other information sources as needed.
  • Provides comprehensive administrative support to various agency units including CID, Patrol, and Records.
  • Offers office coverage as required, including phone management and information gathering.
  • Takes dictation and prepares correspondence.
  • Composes, types, edits, and finalizes various forms of correspondence including letters, reports, and memoranda.
  • Ensures the integrity of official records and files, including management systems and departmental correspondence.
  • Participates in training sessions to stay updated on record-keeping regulations and procedures.
  • Demonstrates the ability to read and understand law enforcement records and related regulations.
  • Exhibits sound judgment and discretion in public interactions and policy application.
  • Capable of drafting reports and correspondence effectively.
  • Interprets and executes complex instructions with clarity.
  • Successfully manages multiple tasks while maintaining composure.
  • Collaborates closely with the Records Supervisor on processing court orders.
  • Oversees the records destruction process in coordination with the Records Supervisor.
  • Handles all correspondence related to offense reports and criminal histories.
  • Maintains reports on racial profiling.
  • Communicates any changes or issues to the supervisor promptly.
  • Must be able to provide credible testimony in court proceedings.
  • Performs additional duties as assigned.

Required Knowledge:
  • Thorough understanding of regulations and procedures within the Sheriff's Office.
  • Strong grasp of record-keeping practices.
  • Familiarity with current management systems and software.
  • Proficient in using relevant software tools.
  • Knowledge of TCIC/NCIC regulations regarding data access.
  • Exceptional command of grammar, punctuation, and spelling.
  • In-depth knowledge of modern office practices.
  • Strong customer relations skills.
  • Excellent telephone etiquette.

Required Skills:
  • Ability to plan and coordinate activities in a fast-paced environment.
  • Proficient in operating standard office equipment.
  • Knowledge of the Texas Public Information Act and related records retention schedules.
  • Understanding of crime reporting guidelines.
  • Familiarity with the National Incident-Based Reporting System.
  • Exceptional skills in organizing detailed information.
  • Strong ability to assist staff and visitors effectively.
  • Excellent customer service skills.
  • Strong telephone etiquette and customer relations abilities.
  • Competent in basic accounting and mathematical calculations.
  • Ability to establish effective working relationships with various agencies and the public.
  • Skill in designing and implementing office procedures.
  • General organizational skills.
  • Clear and concise communication skills, both written and verbal.
  • Typing proficiency of 50 wpm or more.

Education and Experience:
  • Equivalent experience or training may be considered.
  • High School Diploma or GED is required.
  • Two to three years of experience in police records, customer service, or related fields is necessary.

Other Qualifications:
  • Valid Class C TX driver's license.
  • Bilingual skills may be preferred.
  • Notary Public certification may be required.
  • Commitment to ongoing education as required by the State.
  • TCIC/NCIC certification is required within one year of hire.
  • Emergency dispatch certification may be required within one year if applicable.

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