Lead Records Clerk

Basic Function

Responsible for overseeing the operations of the METRO Police Records Section, assisting the Supervisor of Police Information Services (SPIS) with : Supervising and directing staff responsible for managing a wide range of police records. The METRO Police Records Section ensures that all records are established, maintained, and properly archived in accordance with established procedures and legal requirements. The duties also involve ensuring that the records are accurately and securely managed from their inception to their eventual archival, following proper protocols to guarantee the integrity and confidentiality of the information. Ensuring that records management functions are performed efficiently, securely, and in compliance with regulations. Performs duties in a safe, efficient manner and in compliance with applicable rules and safety procedures.

Responsibilities and Specific Duties

• Supervise daily operations of the METRO Police Records Section, ensuring smooth and efficient workflows.
• Coordinate and distribute work assignments to staff, ensuring that priorities and deadlines are met.
• Monitor personnel performance, providing guidance and ensuring adherence to established standards and procedures.
• Ensure strict compliance with Records Section standards, and periodic audits to check adherence to Departmental, State, and Federal regulations.
• Assist in reviewing and improving operating procedures, recommending changes to the SPIS to enhance performance and efficiency.
• Assist in the training of new and less experienced staff, ensuring they understand their duties and responsibilities.
• Recommend additional training as necessary to ensure staff is well-prepared for their roles.
• Interface with various law enforcement agencies to manage joint information-sharing functions and ensure smooth coordination of records management efforts.
• Assist the SPIS in researching crime trends and issues, supporting ongoing investigations and crime data analysis.
• Serve as alternate CAD / RMS Administrator, managing the department's Computer-Aided Dispatch (CAD) and Records Management System (RMS).
• Respond to Open Records Requests, subpoenas, and expunctions, ensuring legal compliance and proper handling of sensitive information.
• Prepare monthly Uniform Crime Reports (UCR) for the State, ensuring accuracy and timely submission.
• Submit National Transportation Department NTD S&S 40 Reports-Biweekly.
• Provide regular weekly and monthly reports to the SPIS, outlining key performance metrics and any issues requiring attention.
• Serve as the official Custodian of Records, with the responsibility to testify in court regarding records management if required.
• Provides excellent customer service to METRO internal and external customers.
• Applies SMS (Safety Management System) methods and principles in daily routine and supports all aspects of the agency’s Public Transportation Agency Safety Plan (PTASP).
• Promotes safety awareness and follows safety procedures to reduce or eliminate accidents.
• Performs other job-related duties as assigned.

Pay Range : $45,000 - $56,700

Education Requirement

Required : High School Diploma or equivalent.

Preferred : Associate degree in Police Administration or a related field.

Years & Experience Required

Minimum : Five (5) years of record management experience.

Preferred : Experience in law enforcement or a related field, ideally involving police records management.

Knowledge & Skills Required

Ability to manage and prioritize multiple tasks and deadlines efficiently. Familiarity with common terms and language used in law enforcement settings. Proficiency in database management and software systems used to store and retrieve law enforcement records. Knowledge of Texas Department of Public Safety (TXDPS) and National Incident-Based Reporting System (NIBRS) codes for reporting crime data. Strong leadership and supervisory skills. In-depth knowledge of records management systems / software, legal requirements, and police protocols. Ability to manage sensitive information and maintain confidentiality. Strong communication skills to interact with law enforcement agencies and coordinate with various stakeholders. Ability to evaluate operational performance and suggest improvements.

Salary : $45,000 - $56,700