Police Records Specialist

Job Posting Title:

Police Records Specialist

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Hiring Department:

University Police Department

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Under general supervision of the Records Manager, the Law Enforcement Records Specialist performs complex records management and administrative functions in support of The University of Texas at Austin Police Department operations. This position is responsible for maintaining the integrity, accuracy, confidentiality, and legal compliance of law enforcement records and criminal justice information.

Purpose

Reviews, audits, processes, and manages police reports, court documents, public records requests, statistical reports, and official records while ensuring compliance with federal, state, and local laws, NIBRS, TPIA, SB111, and other statutes. Provides customer service to department staff, agencies, and the public.

Responsibilities

• Manage and audit law enforcement records to ensure accuracy, completeness, compliance, and integrity of reports, citations, warnings, arrests, and related records.
• Administer records management systems and regulatory reporting, including RMS maintenance, NIBRS compliance, and required data submissions.
• Process records requests and disclosures by researching, compiling, and distributing information to authorized individuals, agencies, courts, and prosecutors while maintaining confidentiality.
• Coordinate legal and prosecutorial records support, including discovery requests, background checks, public information requests, and compliance tracking.
• Analyze data and prepare reports by compiling statistics and producing crime, operational, and performance reports for departmental and regulatory use.
• Maintain records retention and document control programs, including archival, destruction, scanning, indexing, quality control, and management of controlled records.
• Provide administrative and customer service support by responding to inquiries, processing citizen reports and related services, and assisting the public and department personnel.
• Support departmental operations and special projects through event assistance, cross-functional collaboration, and other assigned duties.

Required Qualifications

• High school diploma or GED.
• Two (2) years of clerical, records management, or administrative experience in a law enforcement, criminal justice, or related governmental environment; or an equivalent combination of education, training, and experience sufficient to successfully perform the essential functions of the position.
• Notary Public certification, or the ability to obtain certification within six (6) months of employment.
• Ability to accurately review, interpret, audit, and process complex legal, law enforcement, and confidential records.
• Ability to analyze information, identify discrepancies, ensure accuracy and completeness, and prepare statistical reports.
• Strong organizational skills, attention to detail, verbal and written communication skills, confidentiality, sound judgment, and ability to meet strict legal deadlines.
• Ability to establish and maintain effective working relationships with law enforcement agencies, courts, prosecutors, governmental entities, city staff, and the public.
• Knowledge of law enforcement records management principles, criminal justice procedures, legal records processing, and records retention requirements.
• Working knowledge of NIBRS, records management systems, and applicable federal, state, and local laws governing criminal justice records.
• Familiarity with the Texas Public Information Act, Clery Act, Texas SB111, Title IX, court procedures, and criminal and civil records requirements.
• Proficiency with Microsoft Office applications, Smartsheet, Box, Tableau, Crime View, RMS, and other law enforcement software.
• Sustained attention to detail, frequent interaction with the public and criminal justice partners, and the ability to maintain accuracy while working under changing priorities and time-sensitive legal requirements.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Knowledge of law enforcement records management principles, criminal justice procedures, legal records processing, and records retention requirements.
• Working knowledge of NIBRS, records management systems, and applicable federal, state, and local laws governing criminal justice records.
• Familiarity with the Texas Public Information Act, Clery Act, Texas SB111, Title IX, court procedures, and criminal and civil records requirements.
• Proficiency with Microsoft Office applications, Smartsheet, Box, Tableau, Crime View, RMS, and other law enforcement software.
• Sustained attention to detail, frequent interaction with the public and criminal justice partners, and the ability to maintain accuracy while working under changing priorities and time-sensitive legal requirements.

Salary Range

$55,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard.
• Use of manual dexterity.
• May work in extreme temperatures.
• Some severe weather work may be required.
• May work around electrical and mechanical hazards.
• Climbing of stairs.
• Climbing of ladders.
• Lifting and moving.

Work Shift

• Standard UT schedule, Monday - Friday 8:00 AM - 5:00 PM, In Office Daily (No Hybrid or WFH)
• Nights, weekends, holidays, and some severe weather work will be required.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.