Records Specialist

Type of Appointment:Full Time Probationary

Job Classification:Administrative Analyst/Specialist Non Exempt

Anticipated Hiring Range:$4799 - $6720

Work Schedule:Monday - Friday 8:00am - 5:00pm


THE DEPARTMENT:

The University Police Department (UPD) is responsible for law enforcement physical security and emergency response at Cal Poly Pomona. The department is staffed by trained police officers professional civilian staff and auxiliary personnel and is operational 24 hours-a-day year-round. The peace officers of this department have statewide police authority and are vested with the same law enforcement powers and responsibilities as the municipal police or sheriffs departments in any California community. The department serves as first responder for a broad ra nge of crisis issues on the campus including medical aid calls injuries and environmental emergencies. The department is responsible for response to all emergencies crime reports and investigations on campus (except homicides and missing persons per the Kristin Smart Act). In addition the department offers a wide range of programs and services designed to enhance the safety and security of the community and support the mission of the university. These responsibilities are carried out through a set of core values that reflect commitment to the highest standards of excellence and incorporate the community oriented policing philosophy. The University Police Department is part of the Administrative Affairs Division whose mission is to provide quality fiscal human and facility services in support of the university community through partnerships and innovative solutions .

DUTIES AND RESPONSIBILITIES:

• Records Administration Support the system administrator/HEERA manager for the departments records management system. Utilize dispatch and law enforcement systems and databases (both computerized and manual) to:
  • Maintain department files and reports; enter record research and retrieve information; update department warrant and due diligence information; file police reports.
  • Assist with preparing and processing a wide variety of police records reports and materials including arrest reports warrants citations crime and traffic reports fingerprint cards and vehicle storage and impound forms; operate a variety of automated systems to create or revise computer files; verify that paperwork is complete correct and properly signed.
  • Enter modify and retrieve data such as stolen and recovered property drivers license and vehicle registration information warrants and detective supplements conduct record checks and research files for requested information
  • Perform file searches to locate missing records; issue permits and licenses according to prescribed procedures
  • Sort file copy and distribute crime and traffic reports citations and other records as appropriate. Adhere to policies and procedures related to California Law Enforcement Teletype (CLETS) and coordinates implementation of updates and changes in policies as they relate to police records.
  • Maintain training records of all members of University Police related to California Law Enforcement Telecommunications System (CLETS) access and usage DOJ requirements and California Department of Motor Vehicle records; serve as the CLETS Agency Terminal Coordinator by controlling user access and monitoring use of the system.
  • Serve as the DOJ Custodian of Records and ensure compliance and coordinates statistical reporting to Department of Justice (DOJ) and adheres to established procedures for reporting to all State and Federal agencies. Coordinates DOJ and National Crime Information Center (NCIC) records audits and implements all recommended changes.
  • Remain current with pending and final changes to the CLERY Act and other laws or regulations affecting CLERY Act provisions.
  • Manages the maintenance retrieval protection retention and dissemination of public records pertaining to requests in adherence with policies and procedures related to the California Public Records Act (CAPRA).
  • Audit files monthly to ensure records and files are maintained in accordance with applicable laws regulations and CSU retention standards.
  • Attend training classes to remain current on police record keeping activities.
• Detective Bureau Support Establish and maintain a log of subpoenas received
  • Post and update a weekly court schedule to inform Officers of court appearances.
  • Assist with preparing statistical forms; assist Officers by maintaining files; perform secretarial related functions in support of the Detective Bureau.
  • As needed process reports and distribute as appropriate to the Office of the District Attorney courts probation department other police agencies Office of Risk Management Office of Judicial Affairs and other university offices.
• Customer Service-
  • Assist department personnel and the public in person via email and by phone; release requested reports and related information to the public or to outside agencies in accordance with established regulations; provide general information regarding department policies procedures and process drug sex and arson registrants and restraining orders. Provide support to other units and organizations on campus property to include Parking and Transportation Services I-Poly Southern California Edison Red Cross Innovation Village Cal Poly Pomona Enterprises and Associated Students Inc.
• Dispatch-
  • The work may require the ability to work as a Police Dispatcher.
  • Answer and screen incoming calls to the police department which involves conversing with crime victims witnesses and members of the public to elicit and record pertinent information Operate police department and other emergency communications equipment to dispatch personnel to calls for service critical incidents and emergencies.
  • Update status information regarding field units and incidents; enter and retrieve data for police reports activity logs and criminal information; Determine appropriate personnel and resources to dispatch to incidents.
  • Monitor and operate on-campus camera systems and fire burglary and intrusion alarm systems.
• Administrative Support-
  • Body Worn Cameras Utilize the body worn camera evidence software to assist patrol operations with collecting and preparing videos (via a redaction process) from the police officer body worn cameras for discovery/public records and legal cases.
  • Campus Camera Access Requests In support of the Chief of Police and Lieutenants tracks and reviews all requests for on- campus camera footage.
  • Event Support Participate in on-campus events where Police/Parking employee participation is required during normal working hours after hours or on weekends to provide information to visitors campus stakeholders campus community members or community guests.
• Evidence Support-
  • As needed serves as the property and evidence technician. Receive and store all property and evidence placed in the Police Department property system.
  • Dispose of property and evidence in accordance with specific laws rules regulations and policies.
  • Release evidence and/or property that was seized or taken from owners suspects and/or victims during investigations.
  • Conduct annual purges destruction of seized narcotics and firearms.
  • Conduct audits and inventories in compliance with state recommendations.
  • Release evidence for court presentation release and receive evidence sent to crime lab for analysis.
  • Maintain logs records and documents for all property entering processing within and leaving the Police Department property system.

QUALIFICATIONS:

• Bachelors Degree AND/OR the equivalent training and administrative work experience involving study analysis and/or evaluation leading to the development or improvement of administrative policies procedures practices or programs.
• One year of verifiable experience using a switchboard and two-way radio communication system in a law enforcement or comparable agency within the last ten years.
• Working knowledge of general practices program and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts.
• Working knowledge of budget policies and procedures; ability to learn interpret and apply a wide variety of policies and procedures relating to and impacting the applicable program organizational unit and/or administrative specialty.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment; ability to compile write and present reports related to program or administrative specialty.
• Demonstrated ability establish and maintain cooperative working relationships.
• Knowledge and ability to apply/analyze the principles and practices of public administration records management and computerized systems used in law enforcement agencies; laws codes regulations and policies relating to the control of police records and general office procedures.
• Ability to take initiative and independently plan organize coordinate and perform work in various situations where numerous and diverse demands are involved.
• Ability to perform all job functions manually in the event of automated system failure to address the time critical nature of the essentia I job functions.
• Thorough knowledge of legal forms commonly used in criminal prosecutions; the ability to present describe and summarize information in written form using clear concise and appropriate language in an organized and timely manner (e.g. writing descriptions: instructions explanations etc.); and to derive the correct meaning from materials; ability to collect and analyze a variety of complex and specialized data and create accurate statistical and analytical reports.
• Thorough knowledge of English grammar spelling and punctuation.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Skill in research development and evaluation of policies and programs including skill in t he collection evaluation and interpretation of data to develop sound conclusions and make appropriate recommendations
• The ability to retain and recall important details facts and other information regarding recent events descriptions instructions directions etc.
• Ability to apply advanced knowledge laws dispatch expertise and logic to solve complex problems and/or sensitive situations and issues make decisions and set priorities and communicating to field operations personnel (e.g. interpreting rules and procedures to determine the appropriate action to take in various situations).
• Competency in performing learned manual tasks accurately quickly and often simultaneously with other job tasks (e.g. operating a keyboard to record information received orally while visually monitoring a telephone console or video display; and operating a radio console and other related equipment while talking or listening).
• Ability to effectively converse using police radio systems.
• Working knowledge of and ability to use applicable computerized and automated dispatch and law enforcement systems and databases to enter research and retrieve data as necessary; Possess ability to interface configure and integrate public safety software application with/into UPD activities.
• Working knowledge of geographical layout and ability to read maps and floor plans to provide directions to officers in the field.
• Demonstrated customer service experience requiring a very high level of discretion and professionalism; ability to use tact and discretion to effectively handle a broad range of high level and sensitive interpersonal situations with
• Expertise in analyzing problems with a broad administrative impact and implications; ability to anticipate problems and address them proactively.
• Perform mathematical computations including adding subtracting multiplying and dividing accurately. Accountable for own work results which are reviewed for soundness of judgment
• Considerable judgment and discretion reflective of a thorough knowledge of law enforcement records management and/or program and/or policy areas need to be exercised. Policies and practices referenced for guidance.
• Work requires coordination with individuals at all levels within the organization. As needed acts as a representative to outside entities.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively

PREFERRED QUALIFICATIONS:
Four years of full-time police dispatch experience Certificate of completion form the Police Officers Standards and Training - (P.O.S.T.) Basic Dispatcher Course. Thorough knowledge of police records management methods and procedures. Minimum of one-year experience with RIMS Law Enforcement Records Management System and thorough knowledge of CLETS police computer system. Thorough knowledge of DOJ statistical reporting procedures and requirements. Thorough knowledge of police dispatch emergency and non-emergency equipment. Expertise in RIMS or similar specialized law enforcement software. Familiarity with alarm systems Certificate of completion from P.O.S.T. Records Clerk Course or Certificate of completion from P.O.S.T. Records Supervisor Course Certificate of completion from P .O.S.T. Public Records Act course


Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSUs mission is to prepare educated responsible individuals to contribute to Californias schools economy culture and future. As an agency of the State of California the CSUs business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information go to theCalifornia State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified determining the suitability of the candidate for the position Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature gravity and recency of the conviction the candidates conduct performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information go to theCalifornia State University Background Check Policy.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on theCSU Classification Standards CSU Salary Schedule is located on theCSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $XXXX and maximum $XXXX per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information go theI-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Drivers license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points if their license is Class C or 4. Not have more than 5 DMV Points if their license is Class A B or C with endorsements. For more information go to theAuthorized University Driver Policy.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Read more at theCalifornia Child Abuse and Neglect Reporting Act policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation including the Jeanne Clery Campus Safety Act California Education Code section 67380 and the Higher Education Opportunity Act (HEOA) Cal Poly Pomonas Annual Security Report and Annual Fire Safety Report are available for viewing atCal Poly Pomonas Annual Security ReportandCal Poly Pomonas Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about discussed or disclosed their own pay or the pay of another employee or applicant. For more information see thePay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at. For more information go toEmployment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race sex color ethnicity or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964 Title IX of the Education Amendments of 1972 the Americans with Disabilities Act (ADA) Section 504 of the Rehabilitation Act the California Equity in Higher Education Act Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs Nondiscrimination Policy. We prohibit discriminatory preferential treatment segregation based on race or any other protected status and all forms of discrimination harassment and retaliation in all university programs policies and practices.

Other Notices

For other important employment notices we invite you to visitCal Poly Pomonas Employment Noticesweb page.