Open Records Coordinator
Under direction of the Assistant City Secretary, the Open Records Coordinator is responsible for processing open records requests per the Texas Public Information Act. The position works independently in a highly organized manner with reasonable supervision.
The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.
- Essential Job Functions & Other Important Duties
Essential Job Functions:
- Provides response to requests for governmental records within the time period mandated by the Texas Public Information Act and other state statutes.
- Coordinates the gathering of the requested information within all divisions of the City and disseminates requests to appropriate departments.
- Receives and reviews all requests for information and makes initial determination as to which requests require an opinion from the Office of the Attorney General, coordinating these requests with the City Attorney.
- Redacts or reviews redaction in confidential records before releasing documents to the public.
- Calculates/assesses charges for Open Records in accordance with the Texas Public Information Act.
- Performs electronic mail and file searches for records requests using Records and Information Management and E-discovery software and database systems.
- Administrator of the records request tracking software.
- Works closely with the City Attorney's Office, Police Records Manager, and the City Records Manager.
- Works closely with Risk Management to stay informed of possible and pending litigation and legal holds on records that would require an Attorney General Opinion if requested.
- Responsible for cross-training backup staff in all records request processes and systems.
- Maintains and updates the City's Public Information Policies and Procedures in accordance with the Texas Public Information Act.
- Serves as point of contact with department liaisons and conducts training on open records processes.
- 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.
Other Important Duties:
- Notarizes official records and reports.
- May be required to work evenings and overtime.
- Travels to attend meetings, conferences and training.
- Provides administrative support to division staff.
- Regular and consistent attendance for the assigned work hours is essential.
- Performs other related duties as assigned.
- Job Requirements
Required Knowledge and Skills:
- Extensive knowledge of the Texas Public Information Act.
- Knowledge of FOIA, HIPAA, and other applicable government codes.
- Excellent reasoning and judgement skills.
- Knowledge of business administration and advanced secretarial practices and procedures.
- Knowledge of computers and related equipment, hardware and software applicable to area of assignment.
- Knowledge of customer service practices and procedures.
- Knowledge of City management policies and procedures.
- Knowledge of City cash handling policies and procedures.
- Knowledge of research and report development of routine administrative issues including legal, financial and survey data.
- Skill in effective oral and written communications.
- Skill in independently prioritizing, tracking, and managing multiple projects, assignments and duties to comply with statutory and court-ordered deadlineswith strong attention to detail.
- Skill in collecting, providing change and receipting monies.
- Skill in entering, retrieving, copying, tracking and storing department records, files and reports.
- Skill in preparing, editing, and developing responses to politically sensitive or confidential correspondence.
- Ability to work well under pressure with multiple deadlines
- Ability to work efficiently in intense and stressful situations
- Ability to resolve customer complaints and concerns.
- Associates Degree in Business Administration or related field, and three (3) years advanced public information (open records) experience; one (1) year of which is in an administrative, customer service or secretarial role; or equivalent combination of education and experience.
- Required to possess and maintain certification as a Notary in the State of Texas.
- Preference given to individuals with a paralegal certification.
- Preference given to individuals with experience processing Texas Public Information or FOIA requests.
- Preference given to individuals who speak fluent Spanish and English.
- Must pass a pre-employment drug screen, criminal background and MVR check.
- Must possess valid State of Texas Drivers License.
- Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.
- Environmental Factors & Conditions/Physical Requirements
Environmental Factors and Conditions/Physical Requirements:
- Work is performed in an office setting.
- May be exposed to hostile or angry citizens and defendants.
Fingering - picking, pinching, typing, working with fingers rather than hand.
Handling - picking, holding, or working with whole hand.
Hearing 1 - perceiving sounds at normal speaking levels, receive information.
Kneeling - bending legs at knee to come to rest at knees.
Lifting - raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
Mental Acuity - ability to make rational decisions through sound logic, deductive reasoning.Reaching - extending hands or arms in any direction.Equipment and Tools Utilized:
Repetitive Motion - substantial movements of wrists, hands, fingers.
Speaking - expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
Stooping - bending body downward, forward at waist, with full motion of lower extremities and back.
Talking 1- expressing ideas by spoken word
Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.Walking - on foot to accomplish tasks, long distances, or site to site.
- Equipment utilized includes personal computer, copier, calculator, fax machine, and other standard office equipment.