Administrative Specialist III – DPD Open Records (Digital Team)

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Job Summary

The Administrative Specialist III – DPD Open Records (Digital Team) is responsible for processing digital open records requests per the Texas Public Information Act. This position supports the records and management activities of DPD video and audio files to ensure compliance with state law, City Charter and City Code.

Job Description
 

Overview

The Administrative Specialist III – DPD Open Records (Digital Team) is responsible for processing digital open records requests per the Texas Public Information Act.  This position supports the records and management activities of DPD video and audio files to ensure compliance with state law, City Charter and City Code.

Essential Functions

1 Coordinates the receipt of requests for information under the Public Information Act for the Dallas Police Department

2 Reviews and reacts confidential records before the release of information in accordance with the Texas Public Information Act.

3 Reviews and reacts confidential audio and video records before the release of information in accordance with the Texas Public Information Act.

4 Assist and/or reviews electronic mail and file searches for records requests using City database systems.

5 Coordinates with Open Records Executive Administrator, Police Records Manager, and other police staff to complete requests for information.

6 Composes, edits and types correspondence, memoranda, reports, and other documents using various word and data processing software requiring knowledge of rules of grammar and practices of document preparation.

7 Assists with updates to the City's Public Information Policies and Procedures in accordance with the Texas Public Information Act.

8 Assist with cross-training backup staff in all records request processes and systems.

9 Provide administrative support to division staff.

10 Performs any and all other work as needed or assigned.

Knowledge and Skills

1 Knowledge of Public Information Act (PIA).

2 Knowledge of state laws, City Charter and local ordinances pertaining to records management, including electronic records.

3 Knowledge of customer service and office administration.

4 Knowledge of records management technology and systems.

5 Knowledge of various software applications.

6 Knowledge of City's organizational structure.

7 Ability to receive requests, research files and compile data.

8 Ability to compile and assist in maintaining a variety of computerized and manual files.

9 Ability to troubleshoot problems with systems and record management.

10 Communicating effectively both verbally and in writing.

11 Establishing and maintaining effective working relationships.

                                    

Minimum Qualifications

Education

High school diploma or GED.

Experience

Five (5) years administrative support experience involving three (3) or more of the following:

• Accounts payable/receivable.

• Invoice reconciliation and payment.

• Correspondence/publication preparation.

• Procurement.

• Budget analysis/preparation.

• Contract administration.

• Policy/procedure development.

• Records management and/or report writing.

• Financial management experience.

Equivalencies

• An associate degree in any field plus three (3) years of the specified experience will meet the education and experience requirements.

• A bachelor's degree in business, education, or social science field plus one (1) year of the specified experience will meet the education and experience requirements.

• A master's degree in business, education or social science field will meet the