Qualifications

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

• Processes arrest, offense, incident and miscellaneous reports, forms, and citations; ensures forms accurately reflect location and events described.
• Corrects errors and finalizes police reports; communicates reporting errors to supervision, officers, and other employees, as necessary.
• Applies appropriate NIBRS (National Incident Based Reporting System) codes to police arrest and offense reports.
• Prepares and compiles case report in support of the DPS Police Investigation Division; ensures information is accurate and report is complete.
• Prepares traffic citations for delivery to the correct Municipal Court by established court deadlines.
• Fulfills open record requests.
• 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.
• Protects confidentiality and sensitive security information.
• 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.
• 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.
• Creates invoices and processes off-duty billing.
• Orders, issues, and maintains inventory of supplies.
• Uploads and indexes accident reports to an online report retrieval service.
• 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.
• 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.
• Compiles, prepares and maintains a variety of statistical reports.
• Composes and maintains a variety of routine departmental documents including correspondence and memoranda.
• 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.
• Conducts research for special projects in both records and research areas.
• 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.
• Determines responsibility and electronically routes scanned documents to proper locations for additional processing using designated software.
• Using indexing system and established naming scheme, performs data input to create file lists and index of documents converted from hardcopy format.
• Assists customers via phone, email and in person at DPS front counter.
• Acts as a liaison between Airport and Municipal Court Clerks to resolve traffic citation issues.
• Following state laws, determines eligibility of requestor of accident reports; collects payment and issues receipts.

MINIMUM REQUIREMENTS

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

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

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

DESIRABLE

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

SPECIAL REQUIREMENT

• 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.
• 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.