Records Administrator- Police Dept.

This classification will act as a pivotal link between the Police Department and various stakeholders, including other departments, County officials, the public, and external agencies. The Open Records Administrator will oversee requests for department records, ensuring compliance with state and federal laws, and providing timely and accurate responses to requestors.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

• Conduct accurate legal analysis to censor all protected information in accordance with state and federal law, covering various formats including paper documents, electronic files, photographs, videos, and audio files.
• Provide requesters with a clear legal basis for every redaction and communicate effectively with stakeholders regarding the status of requests and any associated costs.
• Maintain a working knowledge of the Georgia Open Records Act and departmental training related to the Act to ensure compliance and adherence to established procedures.
• Request, collect, and track records from internal sources within the department, comparing them to original requests to ensure accuracy and completeness.
• Determine the status of ongoing investigations conducted by department personnel to establish the releasability of requested investigative records.
• Conduct research of department files, database records, hardcopy materials, and other sources as needed to fulfill requests and provide accurate information.
• Provide invoices and manage payments from requestors when applicable, ensuring accurate documentation and financial transactions.
• Assist in the development and delivery of training sessions related to open records policies, procedures, and best practices for department staff.
• Perform other related duties as required or assigned.

MINIMUM EDUCATION AND TRAINING

• Associate’s degree in business or office administration.
• Five (5) years of progressively responsible secretarial, office administration, customer service, or record management experience in a municipal environment or similar setting.
• Equivalent combination of education, training, and experience providing requisite knowledge, skills, and abilities.
• Possession and maintenance of valid State of Georgia Notary Public certification may be required.

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Knowledge, Skills, and Abilities:

• Proficient understanding of the Georgia Open Records Act and related departmental training.
• Thorough knowledge of the services, policies, programs, and operations of the Police Department.
• Strong organizational skills with the ability to prioritize and manage multiple tasks efficiently.
• Excellent communication and interpersonal skills to interact effectively with stakeholders.
• Attention to detail and accuracy in legal analysis and record management.
• Familiarity with document management systems and software applications for record keeping.