Job Description

Responsibilities:

• Plans prioritize and assign daily work tasks.
• Custodian of all Class B and above warrants issued in Hays County.
• Responsible for research, timely entry and removal of records in the state and national databases. (TCIC/NCIC).
• Researches and validates Texas Department of Public Safety monthly validation audits.
• Maintains adequate office supplies for the division.
• Maintains a variety of records and statistical reports. (both monthly and annual).
• Copies and collates materials for distribution and records storage.
• Establishes and maintains various computerized and paper files.
• Retrieves, records and refiles paper or computer documents.
• Answers, screens and directs telephone calls.
• Responds to questions and makes referrals to other sources of information.
• Provides administrative support in all capacities to agency employes/units where assigned including CID, Patrol, Records and Warrants.
• Provides office coverage when needed for the other administrative staff, including but not limited to, answering phones, completing records, information gathering, issuing equipment, vehicles, etc.
• Takes dictation, transcribes and types correspondence.
• Composes, types, edits and prepares various final correspondence to include letters, requisitions, memoranda, reports, forms, narratives and bulletins.
• Responsible for maintaining the integrity of official records and files of the department, including the Records Management System (RMS) and Computer Aided Dispatch System (CAD), online/internet systems, email service requests, Open Records requests, and departmental correspondence and other records/files as assigned.
• Attend and participate in training seminars and programs continually keep abreast of changes in procedures, regulations and laws for record-keeping.
• Ability to read and comprehend law enforcement records, offense codes, and regulations governing records management activities.
• Ability to exercise judgment and discretion in dealing with the public and in interpreting and applying departmental policies and procedures.
• Ability to compose and prepare reports, records and correspondence.
• Ability to interpret and execute complex written and oral instructions.
• Ability to successfully multi-task; remain calm and act resourcefully in the performance of job responsibilities.
• Work closely with Records Supervisor, reviewing and processing expunction and sealing orders from the court.
• Coordinates with the Records Supervisor to oversee the records destruction process; submits reports to the Texas State Library.
• Handle all correspondence, written and electronic regarding offense reports and criminal histories.
• Maintains Racial Profiling Reports.
• Communicates all changes and problems to the supervisor.
• Requires the employee to be able to render credible testimony in any court proceeding including Justice Courts, County Courts, District Courts and any U.S. Federal Court.
• Performs other duties as assigned.

Knowledge Required:

• Proficient knowledge of Hays County and the Sheriff’s Office regulations, policies and procedures.
• Proficient knowledge of record-keeping procedures.
• Proficient knowledge of current RMS/CAD system and software.
• Proficient knowledge of Firefox software.
• Proficient knowledge of TCIC/NCIC rules and regulations regarding entries and access of information.
• Exceptional knowledge of grammar, punctuation and spelling.
• Exceptional knowledge of modern office procedures and practices.
• Exceptional knowledge of customer relations.
• Exceptional knowledge of telephone etiquette.

Skills Required:

• Proficient skill in planning, assigning and coordinating activities in a high-paced environment.
• Exceptional skill in operating standard office equipment including computers, printers, telephone, etc.).
• Knowledge of the Texas Public Information Act, the adopted Texas State Library Archives Commission records retention schedule and terminology associated with police records functions.
• Knowledge of the Uniform Crime reporting guidelines for coding and reporting.
• Knowledge of the National Incident-Based Reporting System (NIBRS) to read and categorize offense reports for transfer to the recording agency.
• Exceptional skill in extracting and organizing detailed information.
• Exceptional skill in providing information and assistance to office staff, visitors and callers.
• Exceptional skill in customer service.
• Exceptional skill in telephone etiquette and customer relations.
• Exceptional skill in accounting procedures and performing basic mathematical calculations.
• Exceptional skill in establishing and maintaining effective working relationships with federal, state and local law enforcement agencies, outside professional working relationships and the general public.
• General skill in designing and implementing new forms and office procedures.
• General organizational skills.
• General skill in expressing oneself clearly and concisely, both orally and in writing.
• General typing skill of 50 wpm or greater.

Education and/or Experience:

• Any equivalent combination of experience or training may be substituted on a year for year basis.
• Requires High School Diploma or GED.
• Requires two to three years of full-time experience in police records, customer service, office management, secretarial or highly responsible office or clerical work or related work.

Other Qualifications, Certificates, Licenses, Registrations:

• Class C TX driver’s license.
• Bilingual may be preferred. (Spanish and English).
• Notary Public may be required.
• Ability to maintain continuing education requirements for the State of Texas.
• TCIC/NCIC certified or must be able to obtain certification within 1 year of hire date.
• May require emergency dispatch certification or must be able to obtain certification within 1 year of hire date if assignment includes TLETS/NLETS access.

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