Open Records Clerk I

The City of New Braunfels seeks people ready to serve the community, plan for the future, and preserve our well-renowned natural beauty. Our five Core Values—Integrity, Service, Visionary Leadership, Stewardship of Resources, and Cultural Heritage—guide our work.

About the role

Under general supervision within the New Braunfels Police Department (NBPD) Support Services Division, this role processes reports, public requests for information, and other legal documents; reviews records for compliance and accuracy in automated records management systems; and provides information within scope of authority while ensuring compliance with all applicable federal, state, and local statutes, policies, and guidelines related to open records requests.

Responsibilities

• Performs complex interpretation of the Texas Public Information Act, the Texas State Library Retention Schedule, and other statutes and policies pertaining to the management and release of departmental records.
• Responds to, supervises, and/or assists with requests for public information.
• Performs and assists with records retention activities.
• Provides exceptional customer service by offering professional guidance to callers and visitors in their requests for services and information.
• Oversees the review of submitted records and documents for accuracy and evaluates records against Public Information Act exceptions for dissemination via public internet sites.
• Generates cost estimates in response to Public Information requests as needed.
• Performs notary duties.
• Manages multiple tasks and projects simultaneously while under deadlines.
• Provides professional and timely responses to questions from the public, employees, Police Records Clerks, other agencies, and City departments.
• Maintains up-to-date training and knowledge of the Texas Public Information Act, Texas State Library retention schedule, and related statutes.
• Attends and participates in professional group meetings as requested.
• Assists in annual development and implementation of Records Division goals and objectives.
• May analyze records submitted into the National Incident-Based Reporting System for the State of Texas and Federal Bureau of Investigation.
• Supports the Records Supervisor in the oversight, training, and development of team members as needed.
• May testify in court if the Records Supervisor is unavailable.
• Complies with all New Braunfels Police Department policies, procedures, state law, and federal law to ensure the safety of personnel and the public.
• Performs other specialized duties relative to area of assignment as assigned or required.

Requirements

• High school diploma or GED.
• Minimum of two (2) years of records management experience, OR a minimum of two (2) years of management experience, OR an equivalent combination of education and experience.
• Must maintain absolute confidentiality of all records and information; pre-employment polygraph examination required.
• Must possess a valid Texas Driver’s License.
• Certification as a Notary Public License is preferred; ability to obtain and maintain Notary Public certification is required within a specified timeframe.

Skills

• General office practices and equipment, including standard computer software applications.
• Intermediate skills in entering information with speed and accuracy into a variety of systems.
• Assists with processing transactions via cash, check, and credit card payment methods as needed.
• Capable of operating a telephone system with multiple lines and handling a high volume of phone calls.
• Effective and professional verbal and written communication skills.
• Performs a variety of clerical duties including composing correspondence and legal documents, mailing, faxing, scanning, and filing.
• Maintenance of physical and electronic records and files.
• Researching and compiling information by accessing multiple logs, records, and databases.
• Reading, analyzing, interpreting, and evaluating police reports, researching applicable police standards and procedures, city policies and guidelines, and applicable State and Federal rules and regulations.
• Establishing and maintaining cooperative working relationships with City employees, other law enforcement agencies, judiciary entities, and the general public.
• Maintaining and enforcing all aspects of security for confidential information, documents, and records.
• Ability to organize, set priorities, effectively manage time and demands, and make independent judgments under general supervision.

Preferred Skills

• Basic functions, procedures, and policies of the City of New Braunfels and New Braunfels Police Department.
• Applicable City, county, state, and Federal laws, regulations, codes, and ordinances.
• Basic laws and regulations governing the release of information from law enforcement agency records.
• Principles of recordkeeping, case files, and records management.
• Uniform Crime Reporting Program / National Incident-Based Reporting System procedures.

Benefits

• Competitive medical, dental, and vision insurance.
• 2:1 match on retirement contribution.
• Paid volunteer time off – 16 hours per year.
• Vacation accrual starts at date of hire – up to 120 hours annually your first year.
• Longevity pay on top of regular pay after one full year.
• Tuition reimbursement program.
• Bilingual pay offered.
• Professional and personal development training available.

Pay

$18.99 - $22.79 per hour.

Physical Demands / Work Environment

• Work is performed in a standard office environment; involves sitting, standing, bending, and reaching for extended periods.
• Must be able to pull, push, lift, and carry items weighing up to forty (40) pounds.
• May be required to work immediately before, during, or after an emergency or disaster.