Open Records Technician

United States of America (Non-Exempt)

POSITION SUMMARY

Position Summary: Processes requests for public information for Police Department staff, the public and other governmental agencies. Performs routine clerical functions such as typing, filing, answering telephone, maintaining records, retrieving records from an electronic system and collecting payments for services in the Police Department.

ESSENTIAL FUNCTIONS

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Responds to requests for governmental records within the time period mandated by the Texas Public Information Act and other state statutes.
• Coordinates the gathering of requested information within the Police Department and disseminates requests to appropriate divisions.
• Reviews all requests for information; determines which requests require an opinion from the Office of the Attorney General, coordinating these requests with the City Attorney's office.
• Prepares, revises, and proofreads complex legal documents including locating, compiling, redacting, and reproducing records.
• Assesses charges for Open Records in accordance with State guidelines.
• Redacts confidential information on records prior to release.
• Assists citizens in-person or by telephone/email/fax to submit or retrieve various types of requests including but not limited to arrest, offense, incident reports, accident reports, forms and citations, open records requests, warrants, affidavits, and protective orders.
• Answers telephones and routes calls to appropriate parties.
• Enters records into and prepares reports from a records management system.
• Scans reports into an electronic document management system.
• Process background checks, open records requests and police report copies requested by citizens, private entities, and public agencies.
• Collects payment for services related to open records requests.
• Contacts internal stakeholders to coordinate the collection and dissemination of releasable information.
• Performs all other related duties as assigned.

POSITION QUALIFICATIONS

Education: High School Diploma or GED required.

Experience: 4 years of responsible office administration experience is required. Experience with advanced public information requests (Open Records), Police records and/or Legal administrative experience is preferred.

Any combination of related, education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job is an acceptable substitute for the above specified education and experience requirements.

Licenses and Certifications: Must possess or obtain within six months of employment, certification as a Notary in the State of Texas and maintain this certification throughout employment.

Conditions of Employment: Must submit to and pass a criminal background and pre-employment drug test. Must pass a background and polygraph examination. Must have acceptable credit history.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Knowledge of: General office procedures and practices; working in a records management system and/or electronic document management system; Public Information Act; conducting basic legal research.

Skilled in: Interpreting the law and clearly communicating to citizens; operating office equipment such as photocopier and telephone; dealing with the public and other City personnel in answering questions and relaying information to appropriate parties; handling a variety of general office and clerical functions/tasks; maintaining confidentiality; grammar, writing, telephone, and communication; maneuvering between several different programs to find information; multitasking with frequent interruptions; using a personal computer including Microsoft Office, Open Office or similar word processing programs, e-mail, and the internet; accepting responsibility for his/her actions; performing work accurately and thoroughly; following instructions, safety practices, and standard operating procedures in performing assigned tasks; communicating effectively, clearly, and concisely both orally and in writing; being punctual and attending work regularly; and working effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.

Physical Demands and Working Conditions: This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The City of Lewisville has reviewed this job description to ensure that essential functions and basic duties have been included. The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities, which may be required. Additional functions and requirements may be assigned by supervisors as deemed appropriate. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Levels of positions within a class series are distinguished by the level of responsibility assumed, the complexity of duties assigned, the independence of action taken, the nature of the public contact made, and the impact and span of tasks performed.

This job description is not an employment agreement or contract. The City of Lewisville has the exclusive right to alter this job description at any time without notice.

PAY, BENEFITS & WHAT WE OFFER

More Than a Job - Build Your Career with Lewisville: Join the City of Lewisville and enjoy a competitive total rewards package designed to support you at work, at home, and throughout your career.

• Explore Employee Benefits!

Work Hours: This position follows the City of Lewisville's flexible work week, with a typical schedule of:

• Monday through Thursday 7:30 AM-5:30 PM
• Friday 7:30-11:30 AM

This schedule provides employees with a shorter Friday while supporting work-life balance and continued service to our community.

Salary Range: $49,421 - $65,246

Here's how our salary ranges work:

• Hiring Range: $49,421 - $52,752

This is the range used to determine the starting annual salary for a new employee. Your starting annual salary within this range is based on factors such as your education, relevant experience, certifications, and licenses.

• Full Salary Range: $49,421 - $65,246

This is the full annual salary range for the position. As you gain experience, develop your skills, and demonstrate successful performance in the role, you may have opportunities for salary growth within the full range.