Information Coordinator - Police

POSITION SUMMARY

The purpose of this position is to facilitate, lead, process and maintain the Police Department records system through management and coding of criminal information, research, preparation, printing, sorting, and filing electronic police data.   Performs a range of responsible technical tasks including research, retrieval, updating, and purging data and complex clerical work requiring specialized knowledge in records management.   Accountable to respond to Police Department open records requests per the Texas Public Information Act and City Charter. Provides support to the department’s computer software contractor.

ESSENTIAL FUNCTIONS

• Functions as a working lead over activities of the records division and positions to coordinate records management functions for the Police Department
• Responsible for cross-training backup staff in all records request processes and systems
• Enters, codes, and retrieves a variety of information from various computer systems according to appropriate procedures
• Categorizes statistics according to a variety of guidelines and criteria
• Prepares analytical and statistical reports on operations and activities
• Answers phone calls for the Records Division and responds to a variety of requests for information concerning records and department functions and policies and manages calls by routing them to the proper extensions
• Greets people entering the building, answering any questions, directing visitors to the appropriate divisions; and providing information as requested
• Coordinates, reviews, and screens police reports for completeness and accuracy for submittal to district attorney, defendants, victims, and/or other government agencies
• Maintains logs and other records controls to assure tracking of case files
• Processes offense and accident requests and deposit fees
• Directs and coordinates criminal record sealing and purging of documents pursuant to court orders
• Responsible for technical tasks involving research, retrieval, updating, and purging data and complex clerical work requiring specialized knowledge in records management
• Performs electronic mail and file searches for records requests using Records and Information Management and E-discovery software and database systems
• Administrator of the records request tracking software
• Serves as point of contact with department liaisons and conducts training on open records processes
• Works closely with the City Attorney's Office, Police Records Manager, and the City Records Manager and Risk Management to stay informed of possible and pending litigation and legal holds on records that would require an Attorney General Opinion if requested.
• Facilitates police records and NIBRS compliant and produce monthly and annual reports 
• Provides response to requests for governmental records within the time period mandated by the Texas Public Information Act and other state statutes
• Searches and retrieves information from files, computer records, and other documents in response to specific requests
• Calculates and assesses charges for open records in accordance with the Texas Public Information Act
• Ensures accuracy in redaction of confidential information in accordance with Texas Public Information Act
• Recommends, develops, implements, and enforces Police Department records management policies and procedures
• Maintains and updates the City's Public Information Policies and Procedures in accordance with the Texas Public Information Act
• Performs records management audits and makes recommendations 
• Maintains current knowledge regarding legislative issues and best practices for records
• Monitors legal and procedural developments related to law enforcement records
• Attends and participates in all mandated trainings, work groups, and staff development and training activities to enhance skills and develop job skill knowledge 
• Contributes to team effort by performing other related duties as assigned

 

REQUIRED QUALIFICATIONS

• Associate degree in Records and Information Management, library science, or closely related field 
• Two (2) years of responsible full-time experience in the development and maintenance of a records management program and responsibilities 

OR

• Documentary evidence of graduation from an accredited high school or successful completion of the General Educational Development Test
• Six (6) years of responsible full-time experience in the development and maintenance of a records management program and responsibilities
• One-year experience in a NIBRS-compliant agency or experience in UCR-to-NIBRS conversion
• Training and experience using a personal computer with a variety of software including Microsoft Office
• Must be able to work evenings, nights, and weekends

LICENSES, CERTIFICATES, AND OTHER REQUIREMENTS

• Public Information Act Certification 
• TCIC (Texas Crime Information Center)/NCIC (National Crime Information Center)/TLETS Texas Law Enforcement Telecommunications System Training Certification 
• Texas Department of Public Safety CJIS (Criminal Justice Information System) Security Awareness Certification 
• DIMS (Digital Information Management Solutions)/JIMS (Harris County Justine Information Management System) Training Certification within six (6) months of employment
• Available transportation for work related duties 
• Appointment will be conditional upon successful completion of the following pre-employment checks:
• Criminal background check 
• Controlled substance screening

Salary : $26 - $38