Open Records Compliance Officer

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POSITION OVERVIEW

The Open Records Compliance Officer oversees the daily operations of the Open Records Unit (ORU) within the Legal Division of the Harris County Sheriff’s Office (HCSO). This position is responsible for supervising the work of the ORU staff who receive, track, review, coordinate, redact, and respond to requests for public information under the Texas Public Information Act, confidentiality laws, law-enforcement records requirements, and agency policies.

The Open Records Compliance Officer ensures that public information requests are processed accurately, consistently, and in a timely manner; reviews staff work for completeness, quality, legal sensitivity, confidentiality concerns, appropriate redactions, and compliance with required deadlines; coordinates with divisions across HCSO to obtain responsive records; and escalates matters requiring supervisory review.

This position requires advanced knowledge of public information laws, law enforcement records, confidentiality requirements, records management practices, and open-government compliance. The position does not independently provide legal advice or represent the agency in legal matters.

Duties and Responsibilities

• • Supervises the daily workflow of ORU.

  • Assigns, prioritizes, monitors, and reviews public information requests to ensure timely and accurate processing.

  • Independently handles public information requests.

  • Provides training, guidance, and quality control to ORU staff regarding intake, tracking, records collection, redaction, response preparation, documentation, and closeout of requests.

  • Reviews incoming requests to determine scope, complexity, urgency, assigned responsibility, and whether clarification from the requestor may be needed.

  • Ensures requests are tracked accurately and processed in compliance with applicable deadlines, statutory requirements, agency procedures, and Legal Division standards.

  • Reviews proposed releases, redactions, and withholding recommendations for accuracy, consistency, completeness, and compliance with applicable confidentiality requirements and public information laws.

  • Identifies requests involving sensitive, confidential, and protected records.

  • Escalates complex legal issues, disputed releases, potential exceptions, subpoena-related concerns, litigation holds, or requests requiring supervisory decision or further review within the Legal Division.

  • Coordinates with internal divisions, commands, units, and record custodians to identify, locate, collect, and review responsive records.

  • Ensures appropriate documentation is maintained for each request, including communications, clarifications, searches conducted, records received, redactions applied, exceptions considered, deadlines, and final responses.

  • Reviews and approves draft correspondence to requestors, including clarification letters, cost estimates, status updates, release notifications, and other routine Open Records communications.

  • Ensures consistent application of redaction protocols, confidentiality markings, release standards, and record-handling procedures across ORU.

  • Monitors workload, request volume, aging requests, backlog, performance measures, and compliance trends.

  • Prepares reports, metrics, and status updates regarding ORU activity, pending requests, response times, backlog, staffing needs, and operational concerns.

  • Develops, updates, and maintains unit procedures, templates, checklists, tracking tools, training materials, and quality-control standards.

  • Provides guidance to agency personnel regarding ORU procedures, records searches, responsive record identification, and proper routing of public information requests.

  • Assists with implementation and improvement of records request management systems, redaction tools, tracking processes, and electronic records workflows.

  • Handles highly confidential and sensitive information with discretion, professionalism, and compliance with applicable laws and policies.

  • Supports Legal Division leadership in evaluating operational needs, staffing levels, process improvements, and risk areas related to public information requests.

  • Performs other duties as assigned within the scope and responsibility of the position.

This Job Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time.

MINIMUM REQUIREMENTS

One of the following pathways must be met:

• Bachelor’s degree from an accredited college or university, and three (3) years of progressively responsible experience as an open records compliance supervisor for a Texas governmental agency; or

• Juris Doctor degree from an accredited law school is preferred and may substitute for open records compliance supervisor and related experience if the candidate has assisted and counseled a Texas governmental agency as a licensed attorney in the handling of public information requests.

• Active licensure to practice law is not required. This position does not serve as legal counsel and does not independently provide legal advice or represent the agency in legal matters.

Knowledge of:

• Texas Public Information Act requirements, procedures, deadlines, exceptions, and related open-government principles.
• Public information request intake, tracking, clarification, cost estimate, redaction, release, and closeout processes.
• Records management principles, retention requirements, and custodial responsibilities.
• Proper handling of confidential, sensitive, privileged, or legally protected information.
• Office technology, electronic records systems, redaction software, document management systems, spreadsheets, and standard Microsoft Office applications.

Skilled in:

• Training, assigning, and reviewing the work of staff.
• Reading, interpreting, and applying statutes, policies, procedures, and written guidance.
• Reviewing records for confidentiality concerns, release restrictions, redaction needs, and legal sensitivity.
• Managing high-volume workloads with competing deadlines.
• Identifying operational risk, compliance issues, and matters requiring elevated review.
• Communicating clearly, professionally, and tactfully with requestors, employees, supervisors, command staff, attorneys, and external agencies.
• Drafting clear correspondence, summaries, reports, procedures, and documentation.
• Maintaining accurate records, logs, metrics, and case files.
• Exercising sound judgment, discretion, and attention to detail.
• Resolving routine operational issues and escalating complex or legally sensitive matters appropriately.

Ability to:

• Lead the daily operations of a high-volume public information/open records unit.
• Prioritize work and ensure statutory deadlines are monitored and met.
• Apply consistent review standards to records, redactions, correspondence, and staff work product.
• Distinguish between routine operational determinations and matters requiring elevated review.
• Establish and maintain effective working relationships with internal and external stakeholders.
• Work independently while keeping Legal Division leadership informed of significant matters.
• Communicate complex information in a clear, neutral, and professional manner.

PREFERENCES

• Experience handling law enforcement records, including offense reports, incident reports, arrest records, calls for service, body-worn camera records, internal investigation records, personnel records, and related documentation.

• Experience using records management systems, public information request tracking systems, electronic redaction tools, or document management systems.

• Experience preparing correspondence, summaries, reports, metrics, or documentation for legal or compliance review.

• Supervisory experience in a high-volume administrative, legal, compliance, or records environment.
  
  

GENERAL INFORMATION

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment, including computers, phones, scanners, copiers, and electronic records systems. The position may require frequent review of confidential, sensitive, graphic, law enforcement, personnel, investigative, or legally protected records.

Physical Demands

This role is primarily sedentary. The position requires the ability to sit for extended periods, review electronic and paper records, use a computer, read detailed documents, and communicate by phone, email, and in person. The ability to lift and carry files, boxes, or documents up to 10 pounds may be required.

Position Type and Typical Hours of Work

This is a full-time position. Days and hours of work are typically Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours may vary based on the operational needs of the department, deadlines, emergency requests, or time-sensitive legal requirements.

To Apply:

• Complete the online job application (including employment history and education)
• To be considered for this position application/transfers must be received by the closing date

Note:

• Submission of an application by an employee neither implies nor ensures the transfer will be granted
• Transfers will be decided based on the needs and the best interest of the HCSO
• Applicant submission of a job application does not guarantee an interview

Equal Opportunity Statement

Harris County is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, pregnancy, disability, genetic information, or any other protected class in accordance with applicable federal and state laws.