What are the responsibilities and job description for the Records Supervisor position at The City of New Braunfels?
Job Summary
To maintain the integrity of police records by ensuring compliance with the Texas Public Information Act, Texas State library retention schedule and all other applicable federal, state and local statutes, policies and guidelines related to the records management process; receives/directs telephone calls and greets/assists visitors in obtaining the appropriate services, in the absence of the Records Clerk; performs clerical duties; performs data entry, review and maintenance, conducts searches of departmental records in response to requests for public information; coordinates records management and retention, trains other staff as required, supervises the records unit functions and staff; performs complex interpretation of statutes and legal decisions pertaining to the maintenance and release of departmental records; testifies in court and provides records related to Police Department activities.
Primary Duties and Responsibilities
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
- Performs complex interpretation of the Texas Public Information Act, the Texas State Library Retention Schedule and other statues and policies pertaining to the management and release of departmental records.
- Responds to, supervises and/or assists with complex requests for public information.
- Performs, supervises and/or assists with records retention activities.
- Engages in exceptional customer service by greeting callers and visitors. Assists callers and visitors in receiving appropriate services and information or reaching the appropriate department.
- Oversees the review of submitted records and documents for accuracy and evaluates records against public information act exceptions for dissemination for public via internet sites.
- Conducts local criminal records searches in response to public information requests. Performs criminal history research as required for departmental utilization.
- Generates cost estimates in response to large Public Information requests; performs notary duties.
- Manages multiple tasks and projects simultaneously while under deadlines.
- Responds to questions from the public, employees, Records Clerks, other agencies and City departments.
- Directs and plans activities of the Records Unit. Analyzes Records Unit needs/problems and responds to those needs.
- Supervises and develops personnel to include scheduling, training, performance evaluations and disciplinary actions.
- Coordinates the responses to subpoenas for records and produces files as required.
- Maintains up to date training and knowledge of the Texas Public Information Act, Texas State Library retention schedule and related statutes.
- Attend and participate in professional group meetings as requested.
- Assists in annual implementation of Records Unit goals and objectives.
- Performs other duties as assigned or required.
Education, Experience, Licenses and Certifications
Education and Experience:
Five (5) years of records management experience with two (2) years of supervisory experience required OR an equivalent combination of education and experience Demonstration or testing of skills may be required.
Required Licenses or Certifications:
- Must possess a valid Texas Driver's License.
Knowledge, Skills and Other Requirements
- Operating office equipment to include but not limited to; multi-line phone with voicemail, cash register, scanner, fax, copier, printer, shredder, and laminator.
- Performing a variety of clerical duties to include but not limited to; composing correspondence and legal documents, mailing, faxing, scanning, and filing.
- Researching and compiling information by accessing multiple logs, records and databases.
- Microsoft Office Suites [Word, PowerPoint and Excel]
- Investigation techniques and proper report writing.
- Dispute/conflict resolution/mediation techniques.
- Adequate reading comprehension and reasoning abilities to interpret statue and other legal documents.
- Correct English grammar, composition, spelling, punctuation and vocabulary.
- Adequate written communication skills and reasoning abilities to draft legal correspondence.
- Resolving repeat and unique problems on a regular basis.
- Spillman CAD/RMS
- NIBRS
Required Skill in:
- Communicating effectively with others, both orally and in writing, providing excellent customer service.
- Assessing and prioritizing multiple tasks, projects and demands.
- Establishing and maintaining cooperative working relationships with City employees and the public.
- Handling expunctions; preparing documents for expunctions as ordered by the court.
- Supervisory experience.
- Maintaining and enforcing all aspects of security and confidentiality of information, documents and records.
Physical Demands / Work Environment:
- Work is performed in an office environment; is subject to sitting, standing, bending and reaching for extended periods of time; and must be able to safely 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.
- NOTE: This position is designated safety and/or security sensitive.
