Hybrid LE Records Coordinator - Sheriff's Office bei Hays County, TX

About the Department

This Required Form must be UPLOADED into your application in the Attachments Section as the HCSO Required Forms when applying for a Sheriff’s Office position

Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills and other characteristics listed below.  This list of responsibilities is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Summary

Under general direction, the LE Records Coordinator performs complex clerical, secretarial and administrative support services to the Sheriff’s Office. This position is responsible for the maintenance of Sheriff’s Office records and ensures all legal record keeping requirements are fulfilled This position affects the operation of the department, which may include the well-being of the immediate staff of the Sheriff’s Office and requires the timely provision of services to others. This position must meet deadlines, have good attendance, be punctual, be reliable, have honesty, integrity, be free from moral turpitude, and have a proper attitude. This position will work in coordination with the IBR Coordinator when the need arises, and a general understanding of the NIBRS requirements is required. Must maintain a high level of confidentiality.

Position Duties

• Supervises and assigns tasks to Records Management Specialists.
• Monitors workload, sets priorities, and ensures daily tasks are completed
• Researches and validates Texas Department of Public Safety monthly validation audits
• Maintains a variety of records and statistical reports (both monthly and annual) 
• Retrieves, records and refiles paper or computer documents
• Answers phone, responds to public inquiries, and directs calls or visitors as needed
• Provides administrative and clerical support in all capacities to agency employees/units, including CID, Patrol, Records, and Warrants
• Provides office coverage and backup support for other administrative staff when needed, including but not limited to, answering phones, completing records, gathering information, etc. 
• Maintains the integrity of official records and files of the department, including the Records Management System (RMS), Computer Aided Dispatch System (CAD), and Law Enforcement Mobile System.
• Regularly attends and participates in training programs to stays current with changes in procedures, regulations and record-keeping laws.
• Performs more technical and complex tasks of the work unit including ensuring compliance with applicable rules and regulations of the Open Records Act/Freedom of Information Act as related to law enforcement records management.  
• Coordinates the Open Records / Freedom of Information Act process and works closely with the Office of General Counsel and the District Attorney’s Office to ensure compliance with federal standards.
• Responds to requests and processes Public Information Act requests within required deadlines
• Interprets, applies and enforces all current laws, regulations and procedures governing the security and processing of public safety records. 
• Works closely with the District Attorney’s Office on sealed records and expunction orders
• Coordinates and oversees record destruction, including documentation to the Texas State Library 
• Handles all correspondence, written and electronic regarding offense reports and criminal histories.
• Creates new or updates existing procedures and forms to comply with current laws and regulations.
• Maintains Racial Profiling Reports
• Communicates all changes and problems to supervisor
• Demonstrates sound judgement and discretion in dealing with the public and in interpreting and applying departmental policies and procedures Requires the employee to be able to render credible testimony in any court proceeding to include Justice Courts, County Courts, District Courts and any U.S. Federal Court

• Establishes forms and records management policy for the Hays County Sheriff’s Office 
• Trains sworn and non-sworn personnel on changes in the RMS, laws, systems, and resources available in records management.
• Evaluates and documents employee performance, including but not limited to periodic performance evaluations, corrective and disciplinary action, employee coaching, and regularly communicates this information with supervisors.
• Composes and prepares reports, records and correspondence
• Interprets and executes complex written and oral instructions.
• Develops training materials, criteria and courses to educate users of all systems and processes used to establish record objectives.
• Interprets laws, regulations, and policies related to public safety records
• Demonstrates ability to define problems, collect data, establish facts and reach conclusions; deal with problems involving several variables
• Showcases strong customer service and interpersonal skills for working with internal staff and the public
• Performs other duties as assigned

Minimum Qualifications

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

Other Qualifications

• Class C TX driver’s license
• Bilingual 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 assigned duties includes TLETS/NLETS access.