California State Polytechnic University-Pomona · 9 hours ago
Records Specialist
Pomona, MO
Full-time
Onsite
Entry Level
$4,799/mo - $6,720/mo
1+ years expCalifornia State Polytechnic University-Pomona is seeking a Records Specialist for their University Police Department. The role involves supporting the department's records management system, maintaining police records, and providing customer service to both the public and department personnel.
Higher Education
No H1B
Responsibilities
Support the system administrator/HEERA manager for the department's 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, driver's 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
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
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
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
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
In support of the Chief of Police and Lieutenants, tracks and reviews all requests for on-campus camera footage
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
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
Qualification
Required
Bachelor's 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 essential 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 the 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
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
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
Four years of full-time police dispatch experience
Certificate of completion from 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
Company
California State Polytechnic University-Pomona
The official LinkedIn account of Cal Poly Pomona, the #1 polytechnic university for diversity and economic mobility. Here, you #BecomeByDoing. 🐎
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Winny Dong
Co-Founder and Faculty Director, Learn Through Discovery Initiative
Daniele LeCesne
Interim Exec Director & Special Advisor, University Advancement/Interim COO, CPP Philanthropic Fdtn
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