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Programs Analyst - Open Records (PD)

Glynn County

Listing Summary

This is a full-time position and receives all benefits afforded to regular employees. This position requires working 40 hours per week.

Summary: This position will act as the Open Records Coordinator for the Glynn County Police Department to ensure proper handling of Open Records according to the Georgia Open Records Act and is vital to daily operations.

Essential Job Functions: The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

  • Processes, tracks, and manages public record requests for the Police Department,
  • Acknowledges public records requests, seeks clarification, searches for and reviews responsive records, provides responsive records, prepares required redaction logs and letters, and when applicable to direct requestors to other resources and information; 
  • Manages, organizes, and prioritizes record searches; 
  • Corresponds with requesters in accordance with the Georgia Open Records Act (GORA) and Glynn County's public records procedures. 
  • Compiles and/or monitors various administrative and statistical data pertaining to divisional operations; 
  • Research information pertinent to task or project; analyzes data and identifies trends; prepares or generates reports; 
  • Provides technical assistance and information to management to aide decision making; 
  • Coordinates special projects for the department; 
  • Responds to complaints and questions related to county or department operations, activities, or other issues provides information, research problems, and initiates problem resolution; and works with supervisors and managers to ensure effective coordination and cooperation across units; 
  • Represents the department at various functions, and events serves as a liaison to various civic or governmental organizations and committees, taskforces, boards, and commissions;
  • Provides administrative support for an assigned department/division; manages office activities and serves as task leader in special projects;
  • Processes a variety of documentation associated with department operations within designated timeframes and per established procedures.
  • Provides secretarial/administrative support for management personnel, officials, and/or staff of assigned department/division; 
  • Relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response;
  • Keeps management informed of significant matters, messages, documentation, or other information composes, types, edits, or proofreads correspondence on behalf of department management; 
  • Records and/or transcribes dictation; maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.
  • Serves as liaison between the assigned department/division and other county departments/divisions, department directors, staff members, county officials, the public, key community leaders, outside agencies, the media, and all other individuals or organizations; conveys information among division/department personnel.
  • Performs reception functions: answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary; dispatches service calls to staff members.
  • Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, logs, schedules, calendars, lists, vouchers, requisitions, payroll sheets, training charts, budget documents, balance sheets, bank deposits, billing statements, purchase orders, bid sheets, travel requests, meeting minutes, agendas, leases, license renewal applications, work orders, registration cards, facility rental forms, summons, subpoenas , court dockets, appointment orders, motions, witness lists, booking reports, worker's compensation forms/reports, injury logs, payroll change forms, separation notices, termination notices, project timelines, spreadsheets, charts, diagrams, or other documents.
  • Receives various forms, reports, correspondence, logs, calendars, schedules, time sheets, attendance records, payroll reports, traffic citations, court orders, bench warrants , sentence sheets, release forms, dismissals, police reports, laboratory reports, witness statements, criminal/driver's history reports, inmate referrals, booking reports, population reports, worker's compensation forms, incident/accident forms, GCIC teletypes, sex offender registrations, charts, diagrams, ordinances, regulations, policies, procedures, rules, regulations, catalogs, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
  • Processes documentation pertaining to payroll or personnel activities: reviews timesheets and timecards for accuracy and completeness; makes applicable calculations and research discrepancies; maintains current attendance/leave records; prepares payroll worksheets/reports and forwards for payment; distributes paychecks; completes worker's compensation claims and maintains worker's compensation records; completes documentation for employee hiring, termination, or other personnel actions.
  • Conducts or assists with special projects and coordinates special events as assigned.
  • Compiles and/or monitors various administrative and/or statistical data; performs research and makes applicable calculations; prepares/generates a variety of reports relating to department operations; submits reports to appropriate individuals or agencies.
  • Operates a computer to enter, retrieve, review, or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, bookkeeping, alpha paging, Internet, e-mail, or other programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed. 
  • Maintains file system of various files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
  • Performs general/clerical tasks, which may include making copies, sending/receiving faxes, updating department manuals/documentation, opening/distributing incoming mail, processing outgoing mail, or assisting with large mail-out projects.
  • Communicates with supervisor, employees, applicants, other departments, county officials, board/commission members, law enforcement agencies, attorneys, court officials, fire agencies, public service agencies, vendors, sales representatives, consultants, insurance companies, victims, offenders, parole/probation officers, social service agencies, the public, media contacts, state/federal agencies, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Minimum Requirements: Bachelor's degree in Public/Business Administration, a field related to assigned operation, or equivalent technical experience and certification; three years of experience in area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May be required to possess and maintain a valid driver’s license and/or applicable technical certification.

Certifications and/or Licenses: Valid Driver's License

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