Records/Id - Customer Service Representative III Open Records Police Records

GENERAL DESCRIPTION

Under general supervision, to perform a variety of responsible clerical, secretarial, administrative, and bookkeeping duties. This position involves considerable public contact.

SUPERVISION EXERCISED

The position exercises no supervision.

IMPORTANT AND ESSENTIAL DUTIES

• Process open record requests from the City and Department email group
• Assist in the training of new employees, as assigned.
• Process court ordered expungements.
• Process juvenile court ordered sealed records.
• Merge name records, when applicable.
• Assist Records Division Manager with end of year duties.
• Assist in maintaining proper records retention duties.
• Perform the duties of a Customer Service Representative I/II (Records Clerk) and a Customer Service Representative III (IBR Clerk), as assigned.

OTHER JOB RELATED DUTIES

Perform other job-related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of

• English language, spelling, vocabulary, grammar, and punctuation.
• Procedures, principles, and policies of the Police Department and City of Abilene.
• A general overview of open records procedures, laws, and policies.
• Customer Service Representative I/II job skills.
• Records management practices and procedures, including appropriate retention periods.

Skill to

• Operate a variety of office equipment, including, but not limited to, a computer, printer, copier, fax, and dictation system.
• Type a minimum of 45 words-per-minute with 100% accuracy.

Ability to

• Maintain confidentiality and accurate written records of custodial evidence and property transactions.
• Learn, understand, and follow position-specific laws, City ordinances, as well as Departmental policies and procedures regarding the open records process.
• Courteously and tactfully assist citizens and City employees.
• Speak in a clear and concise tone when dealing with customers.
• Hear, understand, and interpret what is being communicated to you, whether in person or over the phone.
• Understand and follow oral and written instructions.
• Establish and maintain positive and harmonious working relationships with those contacted internally and externally in the course of work.
• Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service above Self, and Excellence in All We Do.

Experience and Training Guidelines

Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:

Experience

• Two (2) years of experience as a Customer Service Representative I and/or II, or similar experience, is preferred.
• Data entry and data transcription experience is preferred.

Education/Training

A high school diploma or GED is required.

License or Certificate

• A valid current Texas driver’s license; the ability to obtain one within ninety
• (90) days of employment, or a military waiver is required.

Special Requirements

Essential duties require the following physical skills and work environment

• Must be at least 18 years of age.
• Must be a United States citizen.
• Ability to work non-traditional hours, holidays, and shift work.
• With or without accommodation, ability to lift and/or transport up to 10 pounds and team lift over 11 pounds.
• Ability to lift arms above head to retrieve a file or case jacket.
• Requires sitting and/or standing for extended periods of time.
• Ability to work in a confined area and climb a two- to three-step ladder without assistance.

The following will disqualify you from consideration

• ● Felony convictions
• ● Class A-Misdemeanor convictions
• ● Class B-Misdemeanor convictions within the last ten years
• ● Pending Class B-Misdemeanor or higher charges

KNOWLEDGE, SKILLS, AND ABILITIES

Special Requirements

Essential duties require the following physical skills and work environment

With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday

___ Sedentary – lifting of no more than 10 pounds

___ Light – lifting no more than 20 pounds; carrying up to 10 pounds

___ Medium – lifting no more than 50 pounds; carrying up to 25 pounds

___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds

___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes: The following describes whether the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Codes for how often

• N = No
• E = Extensive (100 – 70% of the time)
• M = Moderate (60 – 30% of the time)
• I = Infrequent (20 – 10% of the time)
• A = Almost Never (<10% of the time)

Code / Task

• _M_ Standing
• _E_ Sitting
• _M_ Walking
• _I _ Lifting
• _I_ Carrying
• _I_ Pushing/Pulling
• _I_ Overhead Work
• _E_ Fine Dexterity
• _I_ Kneeling
• _I_ Crouching
• _A_ Crawling
• _I_ Bending
• _I_ Twisting
• _A_ Climbing
• _A_ Balancing
• _E_ Vision
• _E_ Hearing
• _E_ Talking