911 Open Records Specialist

Are you detail-oriented, organized, and committed to public service?

Join our Public Safety Communications team as a 911 Open Records Specialist and play a vital role in supporting transparency, accountability, and the effective administration of public safety records. This position offers an opportunity to work alongside dedicated 911 professionals while managing sensitive records, responding to public records requests, and ensuring information is processed accurately, efficiently, and in accordance with applicable laws and policies.

Purpose of the position:

The purpose of this position is to provide administrative support requiring specialized skills, mainly with public records requests,and other record keeping functions, for Public Safety Communications.

Essential Functions of the position:

• Receive, process, track, and respond to 911-related public records requests in accordance with applicable laws, regulations, and County policy.
• Research and retrieve responsive records from CAD, 911 telephone systems, radio recordings, text-to-911, and other authorized communications systems.
• Review records for confidential, protected, or restricted information and coordinate appropriate redactions prior to release.
• Maintain accurate documentation and tracking of requests, records reviewed, releases, redactions, and applicable exemptions.
• Preserve 911 records and recordings when required for investigations, litigation, subpoenas, court orders, or other legal holds.
• Ensure records are maintained and released in accordance with applicable records-retention schedules, CJIS requirements, and confidentiality standards.
• Coordinate with command staff, legal counsel, law enforcement, courts, prosecutors, and other authorized agencies regarding records requests and disclosures.
• Conduct quality-control reviews of CAD entries, recordings, and other communications records to ensure accuracy, completeness, and compliance.
• Assist with development and maintenance of SOPs, forms, tracking systems, and procedures related to 911 records and public-records requests.
• Assist with audits, accreditation requirements, operational reviews, statistical reporting, and other administrative functions involving communications records.
• Perform other related duties as assigned.

Knowledge, Skills, Abilities:

• Knowledge of office or work unit procedures, methods, and practices.
• Knowledge of services, policies and procedures related to a program or area of specialization.
• Thorough knowledge of program information systems to communicate and process information.
• Knowledge of all services provided by programs within the division and the policies and procedures that govern the work of the division.
• Ability to demonstrate and apply this knowledge in the performance of administrative tasks.
• Ability to explain and interpret information to clients/customers and staff; Ability to clearly convey information and ideas through a variety of media to individuals or groups.
• Ability to compile, assimilate and organize both printed and electronic information. Ability to apply knowledge of data collection, storage, organization, manipulation and/or analysis of data.
• Ability to utilize office equipment and other relevant technology (software and systems) to meet organizational needs.
• Ability to identify and understand issues, problems, and opportunities; use effective approaches for choosing a course of action or developing appropriate solutions.
• Ability to present ideas clearly and effectively in written form; ability to adjust language or terminology to meet the needs of the audience; ability to use correct grammar, organization, and structure.

Minimum Education, Training and/or Experience (required at time of hire): High school diploma or equivalent and a minimum of five (5) years of progressive office experience including customer service experience; or an equivalent combination of education and experience.   

Additional Training and Experience: Demonstrated proficiency using computer and programs including Microsoft Office suite at the advanced level including Word, Excel, Access, and PowerPoint.

During a State of Emergency, and at the discretion of the County Manager, county employees may be called in for service.  This includes both essential and non-essential personnel.

Buncombe County Government realizes the importance of a diverse professional workforce and the need to foster a responsive and innovative organizational culture, one that fully engages all of our employees, honoring and building on each employee's unique experiences, opinions, and perspective.

It is the policy of Buncombe County to provide equal employment opportunities (EEO) to all persons regardless of race, natural hair or hairstyles, ethnicity, creed, color, sex, sexual orientation, gender identity or expression, national origin or ancestry, marital or familial status, pregnancy, veteran status, religious belief or non-belief, age, or disability or any other legally protected class under federal or NC State law. EEO practices and employment decisions regarding recruitment, hiring, assignment, promotion and compensation shall not be based on any of these protected classes. In addition, the County expressly prohibits any form of workplace harassment or discrimination.