Records Specialist

Job Details•Pomona, CA

9d•Onsite

About The Position

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 sheriff's 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 .

Requirements

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 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

Nice To Haves

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

Responsibilities

Records Administration 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.
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.