Records Specialist

SUMMARY

Working for the City of Kyle
Building a career with the City of Kyle is more than a job-it's an opportunity to make a meaningful impact and help shape the future of one of Texas' fastest-growing communities. Guided by our core values of Visionary Leadership, Integrity, Accountability, Transparency, and Teamwork, we strive to create a workplace where innovation and service thrive. Kyle is recognized as one of the best places to live, work, and raise a family-and we're committed to being the top employer in our region.

Summary of Position
Under general direction, performs complex clerical and technical work with a great deal of independence to facilitate the mission of the Kyle Police Department; performs specialized law enforcement and other criminal justice records data entry, maintenance, verification and retrieval duties in response to internal and external requests.

The minimum starting rate is $22.66 - $27.92/hour* Competitive Benefits
(Eligible experience, education, and expertise may provide a greater starting base pay within the full paygrade)

Benefits Overview
Live well and thrive with benefits that support your health, future, and work-life balance. Our package includes comprehensive medical, dental, and vision coverage, retirement plans, generous paid time off, and professional development opportunities.

100% Employer-Paid Premiums for employee-only coverage, including:

• Medical, Dental, and Vision Insurance
• Short-Term Disability (STD)
• Long-Term Disability (LTD)
• Basic Life Insurance (equal to3x annual salary, up to$300,000)
• Plus, we cover a substantial portion of premiums for dependent, making family coverage affordable and accessible

ESSENTIAL FUNCTIONS / KNOWLEDGE, SKILLS, AND ABILITIES

Essential Functions

• Performs office management duties; organizes, develops and implements procedures for executing various administrative assignments.
• Works closely with Records Supervisor; reviewing and processing expunction and sealing orders from the courts.
• Redact and/or review redactions of confidential records before releasing documents to the public.
• Redact and/or review redactions in juvenile sealings and expunctions.
• Prepares/receives correspondence, reports or other work products; notarizes documents.
• Reviews incoming correspondence for items of special interest to supervisors; determines when pertinent materials for files need to be attached based upon a thorough knowledge of program activities; composes departmental correspondence.
• Responsible for the maintenance and merging of official records and files of the department, including the Records Management System (RMS) and Computer Aided Dispatch System (CAD), online/internet systems, email service requests, and Open Records requests; departmental correspondence and other records/files as assigned.
• Prepares statistical reports, documents, and graphs. Handle all correspondence, written and electronic, regarding offense reports and criminal histories.
• Answers telephone greets the public, sends/receives facsimiles, provides and receives written and verbal information to the public, responds to citizen service requests; directs inquiries, complaints, and/or other requests to appropriate City department(s), employee(s) or official(s).
• Maintains utmost confidentiality as to City matters in dissemination of information.
• Responsible for petty cash fund.
• Generate and verify Uniform Crime Report; verify records, data and report summaries entered into the various departmental databases by staff.
• Prepare various printouts and reports for police staff, other City departments, the general public, and other agencies as necessary; respond to court orders.
• Attend and participate in training seminars and programs, continually keep abreast of changes in procedures, regulations and laws for record keeping.
• Oversee records destruction process; submit reports to Texas State Library.
• Collate and file a variety of reports, records, information and paperwork; participate in maintaining an up-to-date police records filing system; prepare photocopies; distribute material as appropriate; purge files.
• Read and categorize offense reports for transfer to the Uniform Crime Report (UCR) for the Department of Public Safety. Ensure that all reports are accounted for. Accurately record and report UCR statistics to the Department of Public Safety by the required monthly deadline.
• Custodian of all case related documents. Sensor information given to the public in accordance with the Open Records Act, and respond to all requests in a prescribed timeline.
• Testify in court as custodian of records, whenever subpoenaed. May serve as witness to statements received from prisoners or suspects.
• May prepare a variety of permits; maintains files associated with permits.
• Performs all other duties as assigned.

• Knowledge and experience in modern office equipment (computer, printer, telephone, fax machine, etc.), procedures and methods.
• Knowledge of terminology associated with police records functions.
• Knowledge of Uniform Crime Reporting guidelines for coding and reporting.
• Knowledge of accounting procedures and/or arithmetical calculation.
• Typing speed at a corrected rate of 40 words per minute.
• Ability to successfully perform in a high-pace office environment.
• Ability to exercise judgement and discretion in dealing with the public and in interpreting and applying departmental policies and procedures.
• Ability to compose and prepare reports, records and correspondence.
• Ability to interpret and execute complex written and oral instructions.
• Ability to successfully multi-task; remain calm and act resourcefully in the performance of job responsibilities

REQUIRED QUALIFICATIONS, EDUCATION, AND EXPERIENCE

Minimum Qualifications

• Must have, or be able to obtain within 90 days of hire, a valid Texas Driver's License and eligible for coverage under the City of Kyle's vehicle insurance provider.
• High School Diploma or GED.
• At least one year of experience in customer service or administrative support.
• Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility.

• Degree in Criminal Justice, Business, or related field.
• Previous police records experience.

LICENSES, CERTIFICATES, AND OTHER REQUIREMENTS

None required.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:
While performing duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear; and taste or smell. The employee frequently is required to walk and stoop or kneel. The employee is occasionally required to stand, sit, and climb and balance. The employee must have the ability to safely pull, push, lift, and carry item weighing up to forty (40) pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The noise level in the work environment is usually moderate.

This position description has been prepared to assist in defining job responsibilities, physical demands, and skills needed. It is not intended as a complete list of job duties, responsibilities, and/or essential functions. This description is no intended to limit or modify the right of any supervisor to assign, direct, and control the work of employees under supervision. The City of Kyle retains and reserves any or all rights to change, modify, amend, add to or delete, from any section of this document as it deems, in its judgment, to be proper.

Employment with the City of Kyle is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications. Selected candidates for positions will be subject to a background investigation and to pre-employment drug screen, depending on the position, may require a physical assessment upon a conditional job offer.

Available immediately:

• Medical, Dental, and Vision
• UHC Rewards (earn up to $300 annually)
• Employee Assistance Program
• Crunch Fitness Employee Discount @ $29.99 (employee only)
• Heath Reimbursement Account (HRA) city contribution up to $1,000 (pro-rated depending on date of hire with qualifying medical plan enrollment)
• Health Savings Account (HSA)
• Flexible Spending Health and Childcare Accounts (FSA)
• Paid Sick Leave: 3 Weeks (120 hours), accrued by pay period
• 13 city observed paid holiday leave
• 2 paid personal days per fiscal year (depending on hire date)
• Retirement plan includes a 7% contribution of an employee's gross salary to the Texas Municipal Retirement System (TMRS) with a city contribution match of 2 to 1
• 457b Deferred Compensation Plan through Empower
• Voluntary Life and AD&D Insurance plans offered for employee, spouse and children
• Optional Plans: Cancer Coverage, Critical Illness, Accident, Hospital Indemnity, Wellness Benefit, Long Term Care

Available after completing 6 month probation:

• Paid Vacation: 3 Weeks (120 hours), accrued by pay period starting at date of hire
• Employee Tuition Reimbursement up to $5,000 per fiscal year

Available after 1 year anniversary:

• Sick and Vacation Buy Back (eligibility required)
• Longevity pay $15 per month/per year
• Paid Parental Leave: 12 Weeks (480 hours)