Police Records Management Coordinator

How To Apply

GENERAL SUMMARY

Under general supervision of a Police Supervisor and/or a Police Records Management Coordinator Lead, maintains, indexes, updates and retrieves current and historical information from Police records; maintains and utilizes records management systems and software; assists in the inventory of records and the adherence to records retention schedules; purges records that have met the retention schedule. Becomes familiar with DFW Airport Board Policies and Procedures, the Department of Public Safety’s Standard Operating Procedures, as well as applicable laws, rules, and regulations of the Airport Board, State, and Federal Government. Maintains confidentiality of records and information

Principal Duties And Responsibilities

• Provides information and materials, both in digital and/or hard copy, in response to requests from both internal and external requestors including citizens, vendors, legal, and Airport Board Departments.
• Maintains and files documents in filing system and databases.
• Assists in the inventory of records, the establishment of departmental filing procedures, and the analysis of specialized records systems.
• Following state laws, determines eligibility of requestor of accident reports; collects payment and issues receipts.
• Creates invoices and processes off-duty billing.
• Protects confidentiality and sensitive security information.
• Orders, issues, and maintains inventory of supplies.
• Assists in administrative detail of work unit, including review and development of policies and procedures, as well as performs other tasks as assigned by the Lead Records Management Coordinator or a Police Supervisor.
• Corrects errors and finalizes police reports; communicates reporting errors to supervision, officers, and other employees, as necessary.
• Classifies and indexes the Department of Public Safety’s (DPS) Police Service records, according to prepared schedules, using a content and document management software product.
• Acts as a liaison between Airport and Municipal Court Clerks to resolve traffic citation issues.
• Compiles, prepares and maintains a variety of statistical reports.
• Coordinates the transfer of inactive records from DPS to the Airport’s Records Center, retrieves material and information from the Records Center, and retrieves and re-files records as needed.
• Prepares traffic citations for delivery to the correct Municipal Court by established court deadlines.
• Processes arrest, offense, incident and miscellaneous reports, forms, and citations; ensures forms accurately reflect location and events described.
• Determines responsibility and electronically routes scanned documents to proper locations for additional processing using designated software.
• Composes and maintains a variety of routine departmental documents including correspondence and memoranda.
• Using indexing system and established naming scheme, performs data input to create file lists and index of documents converted from hardcopy format.
• Uploads and indexes accident reports to an online report retrieval service.
• Assists customers via phone, email and in person at DPS front counter.
• Monitors adherence to records control schedules, purges and oversees destruction of records that have met their retention as well as processing expungements and other court orders.
• Conducts research for special projects in both records and research areas.
• Fulfills open record requests.
• Prepares and compiles case report in support of the DPS Police Investigation Division; ensures information is accurate and report is complete.
• Prepares documents for scanning including application of tags as needed; scans hardcopy documents to digital images using designated software and scanning equipment; performs quality control checks on documents, noting and correcting any deficiencies.
• Applies appropriate NIBRS (National Incident Based Reporting System) codes to police arrest and offense reports.

Minimum Requirements

• Completion of high school curriculum or equivalent.
• Any equivalent combination of education and/or experience may be substituted for the above on a year-for-year basis.
• Three (3) years of responsible clerical experience (including database experience), records management experience or experience in a public safety environment.

Required Knowledge, Skills And Abilities

• Ability to complete Texas Attorney General Open Meeting Act training and Texas Attorney General Public Information Act training within one month of hire into this position.
• Ability to coordinate work activities with other sections in order to accomplish work assignments within pre-established time limits.
• Ability to perform intermediate mathematical calculations involving fractions, decimals and percentages.
• Ability to pass a truth verification examination.
• Ability to operate standard office equipment, including scanning equipment, typewriter and copier.
• Texas Department of Public Safety CJIS (Criminal Justice Information System) Security Awareness Certification.
• Texas Department of Public Safety TCIC (Texas Crime Information Center) Less Than Full Access (no CCH access) Certification.
• Ability to pass a full background investigation.
• Texas Department of Public Safety TLETS (Texas Law Enforcement Telecommunication System) Mobile Certification.
• Ability to use geographic information system (GIS) database to establish location of events/offenses.
• Ability to learn computerized records management indexing and retrieval.
• Skill in performing very detailed work, including review/audit of the work of others.
• Ability to operate personal computer for word processing, data entry, retrieval and on-line research.
• Ability to communicate clearly and effectively, both orally and in writing, and to maintain harmonious internal and external working relationships.
• Ability to successfully complete Records Management training courses.
• Ability to pass a medical physical examination.
• Ability to obtain the following certifications within nine (9) months of hire into this position:
• Knowledge of the basic principles and procedures of records management.

DESIRABLE

• Completion of college coursework in a related field or two (2) years of experience in Law Enforcement Records Management.

SPECIAL REQUIREMENT

• This is a designated safety sensitive position as defined in DFW Airport’s Drug and Alcohol Administrative Policy and Procedure. Applicants selected for this position will be required to pass a drug test prior to employment and to submit to drug screening on a random basis during the length of their employment in the safety sensitive position.
• Must obtain a Security Identification Display Area (SIDA) Airport Identification/Access Badge (badge) in accordance with Department of Homeland Security Transportation Security Administration (TSA) requirements in Chapter 49 of the Code of Federal Regulations Part 1500 et al., and DFW Airport’s Airport Security Program within thirty (30) days from date of employment and maintain qualification for a SIDA badge upon each badge renewal.

EFFORT

• Lifts and carries boxes weighing between 25 and 30 pounds, several times per week.
• Communicates by telephone, in writing and in person.
• Uses keyboard devices and a computer monitor.
• Performs light manual labor.
• Stoops or bends regularly to access files, supplies and other records.
• Works in an office environment.