Administrative Assistant - Records (PD)

Job Description

Job Description

The City of Katy is accepting applications for the position of Administrative Assistant - Police Records.

This position supports the Katy Police Department by processing, maintaining, and organizing police records with accuracy and confidentiality. The ideal candidate will have strong attention to detail, excellent customer service skills, and the ability to work efficiently in a fast-paced, professional environment.SUMMARY : Under general supervision of the Police Records Specialist, this position performs clerical and technical duties related to the processing, maintenance, and retention of all records produced within the Police Department while portraying a high standard of customer service at all times.

EXAMPLES OF ESSENTIAL DUTIES : Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following :

• Manages all police department records, ensuring reports are processed, cataloged, documented, and retained per established procedures. Prepares records for long-term storage through scanning and digital conversion.
• Processes public information requests in compliance with state law and city policies, including tracking requests, locating documents, redacting sensitive information, and releasing approved records.
• Maintains electronic and paper filing systems to organize, access, and preserve criminal justice records.
• Assists with records destruction in compliance with retention schedules.
• Performs data entry, uploads, searches, and retrieval in department and city systems.
• Prepares letters, reports, forms, and other assigned documents.
• Answers and routes phone calls promptly and courteously, providing information or directing callers to the appropriate staff.
• Greets and assists visitors with professionalism and high-quality customer service.
• Collects fees and processes payments according to established procedures.
• This position is considered Critical Personnel during a natural or manmade disaster and / or a catastrophic event. This position may be required to provide services or perform duties for the benefit of the public and the continuity of City operations. These may include services or duties different from those performed in the usual course and scope of this position.
• For purposes of business continuity, employees in this position are considered Essential Critical Infrastructure Workers, as defined by the Cybersecurity & Infrastructure Security Agency (CISA).
• Performs other duties as required.

MINIMUM QUALIFICATIONS :

Education, Training and Experience Guidelines :

High school diploma or equivalent; AND two (2) years of relevant clerical or records keeping experience; OR an equivalent combination of education, training, and experience. Must have the ability to pass a FBI background check.

Knowledge of :

Skill in :

LICENSE AND CERTIFICATION REQUIREMENTS :

PHYSICAL DEMANDS AND WORKING ENVIRONMENT :

The City of Katy is committed to compliance with the Americans with Disabilities and Amendments Act and is an Equal Opportunity Employer.

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