Records Front Desk Technician

Colorado State University•Fort Collins, CO

5d•Onsite

About The Position

The Records Front Desk Technician provides comprehensive administrative, technical, and records management support to the Records Coordinator within the Colorado State University Police Department. The position maintains the accuracy, integrity, and confidentiality of official police records through data entry, records processing, document retention, and compliance with department policies, procedures, and legal requirements. It also supports records research, report processing, customer service, and public inquiries, ensuring timely access to police records and services. The technician reviews and codes police reports in accordance with FBI, NIBRS, and Clery reporting standards to support accurate crime statistics and regulatory compliance. The role uses sound judgment, attention to detail, and knowledge of university policies, state laws, and department procedures to support the Records and SEEN units. This is an in-person, full-time, nonexempt position in the CSU Police Department in Fort Collins, Colorado. Core hours are Monday through Friday. The role has no formal supervisory authority and reports to Amy Kuehl.

Requirements

Three years of relevant experience in a customer service role with a focus on attention to detail; alternatively, a combination of related education and/or relevant occupational experience equal to three years.
Valid driver's license.
Successful completion of a pre-employment criminal background check for new hires.

Nice To Haves

Experience in law enforcement, public safety, criminal justice, higher education, or a government records environment.
Experience maintaining confidential records and information in compliance with applicable policies, procedures, and legal requirements.
Proficiency with computerized records management systems, databases, and data entry applications, with accuracy and attention to detail.
Knowledge of records retention, records management, document imaging, electronic filing systems, and information governance practices.
Customer service experience in a fast-paced environment, including responding to inquiries, explaining procedures, resolving concerns, and interacting with diverse stakeholders in person and by telephone.
Familiarity with crime reporting standards and law enforcement data coding practices, including NIBRS, Clery Act, and Uniform Crime Reporting requirements.
Ability to interpret and apply policies, procedures, regulations, and guidelines; analyze information; solve problems independently; and communicate effectively through written correspondence, forms, and procedural documentation.

Responsibilities

Provide technical and professional support to the Records Coordinator, including problem-solving and creating or revising documents, policies, procedures, forms, and correspondence.
Keep official police records up to date and apply policies and procedures to resolve issues.
Conduct data searches and compilations using computerized records management systems.
Provide phone and in-person reception, answer questions, explain how to complete forms and documents, sell police reports, and direct customers to appropriate departments.
Listen to complaints and concerns regarding police report production and use log sheets to track reports and ensure timely filing.
Collect information from walk-in clients requesting non-emergency police response and communicate it to Dispatch.
Enter data from official documents, including Uniform Summons and Complaints (citations), into computerized records management systems and code information into usable data formats.
Process, scan, index, retrieve, file, and maintain paper and electronic records in accordance with retention schedules, confidentiality requirements, and department procedures.
Retain police documents, including reports, tickets, field investigation cards, and warnings.
Review and code police reports in accordance with FBI, NIBRS, and Clery reporting standards.
Perform other duties as assigned.