Police Records Coordinator

16 hours ago

Little Elm, Texas, United States Town of Little Elm Full time
Job Summary

This position plays a critical role in maintaining the department's official records, ensuring compliance with laws and municipal policies. The Records Clerk is responsible for storing, retaining, retrieving, and destroying electronic and manual police records. This role requires a high level of expertise and competency, as well as the ability to maintain confidentiality and handle sensitive information. The ideal candidate will be motivated to learn and adapt to new challenges, with a strong focus on delivering excellent customer service and upholding the Town of Little Elm's Core Values of Integrity, Customer Service, Efficiency, and Innovation.

Key Responsibilities
  • Assist the Records Custodian in maintaining records in accordance with laws and departmental procedures.
  • Process Open Records Requests for departmental reports and archived data.
  • Route mail and correspondence to intended recipients.
  • Answer phone calls and address inquiries accordingly.
  • Greet visitors and assist with inquiries.
  • Properly file and categorize official documents for future retrieval.
  • Retrieve and provide reports and archived information to requesting officers.
  • Handle correspondence regarding alarm permits with PMAM Corporation and the public.
  • Record and submit departmental income to the finance department.
  • Review and destroy records as retention periods expire, maintaining a log.
  • Manage inventory of police department supplies and needs for copy machines.
  • Provide assistance and information to media sources regarding prepared statements and public reports.
  • Assist with E-Filing cases with the District Attorney.
  • Process and print computer statistics for state and federal mandated reports (NIBRS).
  • Validate T.C.I.C. and N.C.I.C. entries.
  • Create reports for the Chief of Police and other supervisors as required.
Requirements

Education and Experience
  • Possession of a High School Diploma/GED required.
  • Two years of experience in Police Records Management or a minimum of two years of experience in a business/office environment performing various clerical duties.
  • Preferred experience and knowledge of police management software.
  • Must not have been convicted of any felony offenses.
  • Must not have been convicted of any class of non-traffic misdemeanor offense within the past five years.
  • Must have demonstrated a positive past working history with a good attendance record.
  • Must possess and maintain a good credit history and financial record.
  • Must be a US Citizen.
Licenses or Certificates
  • Must complete NIBRS training within one year of employment.
Knowledge, Skills, and Abilities
  • Ability to read and write the English language.
  • Ability to establish and meet deadlines.
  • Ability to motivate self to maintain and improve performance.
  • Ability to establish and maintain good relationships with supervisors and other personnel.
  • Skilled in oral and written communication; ability to deal effectively with the public.
  • Ability and willingness to perform duties in a team environment.
  • Knowledge of and skilled in the use of a computer; prefer experience with Microsoft office.
  • Skilled at coordinating and managing multiple projects and/or assignments.
Physical Demands

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to operate various machines and/or equipment, and reach with hands and arms. The employee frequently is required to talk and hear. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to twenty-five (25) pounds and be able to push and pull up to fifty (50) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Must possess adequate visual acuity and hearing ability sufficient to read, write, hear, and speak clearly in person and by telephone.

Work Environment

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Work is performed primarily in an office environment.

E.O.E. The Town of Little Elm does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or military service in employment or the provision of services

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