What are the responsibilities and job description for the DPS - CRD - Records Analyst, Registration Unit - 7480 position at TEXAS DEPARTMENT OF PUBLIC SAFETY?
PLEASE NOTE: All applications must contain complete job histories, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.
SUBMITTED THROUGH WORK IN TEXAS: Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. In order to complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile. Go to CAPPS Recruit to Sign In https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en
GENERAL DESCRIPTION: Performs routine (journey-level) records and information management work for records contained/submitted into the registration database. Work involves designing, evaluating, reviewing, and maintaining registration records, providing customer service on inquiries related to program requirements and functions. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.
The following Military Occupational Specialty codes are generally applicable to this position. https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_LibraryandRecords.pdf Applicants must fully complete the summary of experience to determine if minimum qualifications are met.
ESSENTIAL DUTIES / RESPONSIBILITIES:
1. Maintains database information requiring the evaluation of program specific submissions; classifies, scans, stores, retrieves offender records, court
documents, information, and archived files.
2. Identifies documents, researches, and analyzes data. Initiates the entry of information into databases and screens and reviews data for accuracy.
3. Receives open records requests and coordinates with legal counsel and other employees to gather appropriate records and/or respond in accordance
with the Public Information Act.
4. Ensures that records are released to external customers in conformance with the approved retention schedule.
5. Trains in providing customer service and referrals to public and criminal justice agencies regarding questions pertaining to multiple registration
Programs, registrant requirements, and statutory references.
6. Collects and compiles incoming correspondence and forms. Prepare and distribute documents to various areas.
7. Facilitates activities related to interstate relocation of offenders by assessing affected jurisdiction and forwarding notices.
8. Gathers court documents and fingerprint card information to help with the identification of records.
9. Processes the reporting of deceased registrants and ensures submission complies with bureau policy and statutory requirements, contacting
contributors for clarification when necessary.
10. Identify that all information or documents are received and verified in order to flag registrants and add alias information into the Computerized Criminal
History (CCH) database.
11. Participate in the design and implementation of filing systems and filing procedures.
12. Performs quality control measures by ensuring completeness of registrant information for entry into a registration database and rejecting submissions
that do not meet established reporting standards.
13. Contacts various state and federal criminal justice agencies to obtain registration or criminal history information to make determinations if a duty to
register exists pursuant to state law.
14. Coordinates activities related to the validation of registration records pursuant to federal guidelines. Works with division staff to provide information to
agencies regarding expectations and process.
15. Scan photos and adjust images to accommodate database requirements.
16. Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.
17. Perform other duties as assigned.
GENERAL QUALIFICATIONS and REQUIREMENTS:
Education – High School Diploma/equivalent is required.
Experience – Minimum of one (1) years’ experience performing standard clerical tasks that include operation of a personal computer for data entry and retrieval of information.
Substitution Note: Additional work experience of the type described or other related education may be substituted for one another on a year-for-year basis.
Licensure and/or Certification – If driving is required, must possess a valid driver license from state of residence.
Critical Organizational Infrastructure requirements – This job may be responsible for conducting research on, working on, or having the ability to access critical organizational infrastructure; must be able to maintain the security and integrity of the infrastructure related to this role. Additionally, and more specifically, must not be employed by nor have any connection or continuous connections to any governmental entity or political apparatus of a country listed in 15 C.F.R. §791.4.
Regulatory knowledge – Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures. Knowledge of records, and records management laws, regulations, rules, policies and procedures; and principles and concepts of information governance and various phases of records and information management. Knowledge of records, and records management laws, regulations, rules, policies and procedures; and principles and concepts of information governance and various phases of records and information management.
Supervisory/Managerial/Leadership skills – Knowledge of management/supervisory methods and principles, performance/productivity standards, and fiscal/budget management. Ability to develop plans, policies, and procedures for efficient workflow and overall effectiveness. Ability to provide clear direction to others, promote teamwork and motivate others to accomplish goals.
Technology – Proficiency with Microsoft Office and appropriate levels of proficiency with utilized software and systems (e.g. CAPPS, SharePoint, CJIS) and be able to learn new software/systems.
Interpersonal Skills – Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers. Must demonstrate DPS’ core values: Integrity, Excellence, Accountability, and Teamwork.
Organizational and Prioritization Skills – Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.
Presentation/Communication Skills – Must be able to construct and deliver clear, concise, and professional presentations and/or communications to a variety of audiences and/or individuals.
Research and Comprehension – Must demonstrate ability to quickly and efficiently access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner. . Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance orally or in writing; to apply standardized information and procedures to unusual and/or critical situations; and to communicate effectively.
Analytical Reasoning/Attention to Detail – Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.
Confidentiality and Protected Information – Must demonstrate an ability to responsibly handle sensitive and confidential information and situations and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.
Safety – Must be able to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.
PHYSICAL and/or ENVIRONMENTAL DEMANDS:
The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Environment: Office;
- Ambulatory skills, e.g. stand, walk, sit;
- Hand-eye coordination and arm/hand/finger dexterity;
- Ability to speak, hear, and exercise visual acuity;
- Ability to transfer weights of 15 pounds anticipated for this position;
- Driving requirements: Occasional (5%).
State of Texas Benefits and Retirement Information: https://www.ers.texas.gov/
Current DPS employees who submit applications for posted DPS positions shall notify their immediate supervisor in writing.
A DPS employee who is selected for a position in the same salary group and state title as their current position will be transferred with no salary change.
A DPS employee who is selected for a position in their current salary group with a new state title may receive an increase of no more than 3.4% over their current salary regardless of posted salary.
Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.
DUE TO THE HIGH VOLUME OF APPLICATIONS WE DO NOT ACCEPT TELEPHONE CALLS. ONLY CANDIDATES SELECTED FOR INTERVIEW WILL BE CONTACTED.
State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.
