Job Description

Posting number: 00692

Department: Sheriff's Office

Job classification: Deputy Clerk

Posting type: Open

Categories: Clerical & Data Entry

Summary

This position is responsible for maintaining, processing, and safeguarding official law enforcement records. The Deputy Clerk will play a critical role in handling public records requests while ensuring their accuracy, compliance with applicable state laws, and dissemination of records in a timely manner. Additional duties include but are not limited to answering the telephone in a timely manner, scanning documents, and assisting the public.

Examples of duties

• Fulfilling Public Information Requests in accordance with the Texas Public Information Act – TPIA)
• Receive, log, and process public information requests in compliance with the Texas Public Information Act – TPIA
• Review requested records for confidentiality, redactions, and legal exemptions under state and federal law
• Maintain confidentiality of sensitive law enforcement/criminal justice information
• Coordinate with supervisors, law enforcement personnel, and legal counsel when necessary to ensure proper release and/or withholding of information
• Prepare documents for release, including the redaction of sensitive information such as personal identifying information (PII) as well as protected law enforcement data
• Maintain detailed records of requests, responses, timelines, and correspondence to ensure statutory compliance
• Ensure all deadlines mandated by TPIA are met and documented
• Willingness to assist supervision and co-workers as needed
• Other duties assigned

Qualifications

• Ability to operate standard office equipment such as computers, calculators, copiers, scanners, telephones, and must possess excellent keyboard skills.
• Ability to work accurately and maintain neat, well-organized records and work area as well as being detail oriented.
• Ability to establish and maintain effective working relationships and have the ability to effectively communicate while showing respect to all County employees, officials, supervisors, co-workers, and the general public.
• Offer no legal advice
• Abide by all Smith County policies as written in the employee handbook and all policies and procedures of the Smith County Sheriff’s Office.
• Must have excellent customer service skills.
• Must maintain a neat and orderly work area.

Supplemental information

• High school diploma or GED
• One year of clerical and/or secretarial experience

Physical Demands and Work Environment

• Daily sitting, standing, walking, stooping, bending, pulling, reaching, and lifting boxes/files weighing up to 40 lbs.
• Working in a fast-paced environment while meeting the demands of time sensitive requests.
• Working in an environment which demands the ability to multi-task and to effectively communicate with others.