Police Communications and Records Coordinator

Job description

Police Communications and Records Coordinator

$47,259.00 Annually

District Operations - Fresno, CA

Job Type

DO Operations & Information Systems

Job Number

7/5/2019 11:59 PM Pacific

General Purpose
Under general supervision, receives, evaluates severity and prioritizes emergency and non-emergency calls for service; dispatches appropriate first responders or transfers calls to appropriate agency; processes confidential and varied reports and data into records management systems; maintains computerized records management and ancillary equipment; acts as Systems Administrator and/or Agency User and ensures proper access to the department's records management system including state and federal justice department databases; validates information and verifies accuracy of data; provides lead-level direction to lower-level Police Communications Dispatchers and student aides; and performs related duties as assigned.

Essential Duties & Responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

  • Provides input in selecting, training and providing day-to-day lead work guidance and direction to other non-sworn staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
  • Provides input to supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values.
  • Oversees, reviews and participates in dispatching routine and emergency calls from students, District employees or the public; evaluates, prioritizes and sequences incoming information and determines nature and priority of calls and/or transfers calls to the appropriate agency; dispatches police personnel and equipment to incidents according to established procedures; notifies other jurisdictions when necessary to coordinate activities and coordinates mutual aid requests; responds to field unit requests via radio or telephone for information; receives, enters and relays situational information such as suspect descriptions, location updates and other responders in the area to field units.
  • Develops and maintains a records storage plan that includes both physical and digital storage, storage of confidential and sealed records, and the destruction and archiving of older records in conformance with legal standards and limitations; coordinates access to records and release of information in response to operational needs, and court and Public Records Act requests; may assist with the development of records maintenance policies and procedures and act as Police Department Custodian of Records.
  • Ensures operational compliance with local, state and federal laws and regulations governing police records and records management services, as well as Department of Justice (DOJ) requirements regarding the accessing and use of system data; serves as liaison with other law enforcement agencies on recordkeeping and sharing issues; ensures staff are fully trained and tested on all legal requirements regarding the maintenance and release of police confidential records; ensures accuracy of data and corrects errors.
  • Serves as the department's Agency User and/or Systems Administrator and coordinates with city, county and California Department of Justice personnel for the administration of the California Law Enforcement Telecommunications Systems (CLETS); interprets information from CLETS and the National Crime Information Center (NCIC); trains staff; monitors and audits CLETS usage to ensure compliance with DOJ-mandated policies and procedures; assists with investigations of potential misuses; makes required notifications to the DOJ.
  • Ensures timely entry and transmission of data to the California Department of Justice of registration of court-mandated sexual, drug and arson registrants; coordinates with probation and police officers to monitor sexual registrants; oversees submission of Live Scan fingerprints to DOJ and FBI for background checks; oversees training, compliance testing and audit for Criminal Offender Record Information (CORI).
  • Coordinates the development, implementation and oversight of policies, programs and activities that ensure the District's overall compliance with the Clery Act and associated regulations for all of the District's campuses and facilities; coordinates the preparation and publication of reports and lists, ensuring requirements are met and that information is accurate; gathers crime and disciplinary data from a variety of internal and external sources and develop crime statistics and reports; prepares, publishes and distributes Clery Act Annual Security Report; may act as Clery Compliance Liaison Officer.
  • Develops and maintains departmental program statistical tracking and reporting systems; ensures accurate entry of police and student data into appropriate systems, files and databases; develops and maintains a variety of statistical records and reports; develops and conducts studies and analyses to identify need for new programs and services and evaluates the effectiveness of current programs; assists in assessing outcomes in applicable programs.
  • Coordinate staff and student aide payroll processes; audits time logs and apps and slips; ensures completion and submission of required human resources/payroll documents; oversees the maintenance of office inventory and supplies.
  • Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.

  • Provides administrative assistance to the Chief of Police and operations staff; generates sensitive and complex reports, documents and personnel documentation using advanced word processing; processes travel requests and purchase requisitions; monitors department budgets.
  • May be required to testify in court.
  • Oversees assignment of key fobs to employees.
  • Performs related duties as assigned.

    Employment Standards / Minimum Qualifications

    Knowledge of:
  • Computer-aided dispatch terminal, two-way radio, computerized mapping system and other computer programs used to research, obtain and relay information.
  • Proper operation and care of radio and telephone equipment and operational characteristics of emergency communication system equipment.
  • Law enforcement codes, terminology, phonetic alphabet, procedures and practices.
  • District, college and regional geography, street names, locales and map usage.
  • Police and justice department records management technologies.
  • Public Records Act.
  • Operations, services and activities of a police department within a multi-campus community college district.
  • Techniques, procedures and methods used in the operation of police records management, programs and systems.
  • Federal, state and local laws, Board policies and directives applicable to areas of responsibility including the Family Educational Right to Privacy Act (FERPA), Sexual Registrant, National Institute Management System (NIMS), and DOJ and FCC requirements.
  • Federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, Title IX, Violence against Women Act and associated regulations.
  • Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
  • District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
  • Research methods and analysis techniques.
  • Safety policies and safe work practices applicable to the assignment.
  • Basic principles and practices of employee work guidance and direction.
  • Personnel Commission Rules, Administrative Regulations, Human Resources procedures and collective bargaining agreements.
  • Uses and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications.
    Skills and Abilities to:
  • Assign and review the work of designated staff.
  • Receive calls for emergency and non-emergency services, elicit information to assess situations from callers and determine appropriate equipment and personnel to dispatch.
  • Analyze procedural, operational, financial or budgetary problems, evaluating alternatives and reaching sound, fact-based conclusions and recommendations.
  • Manage, coordinate and maintain a communications and records management operation in a highly automated, integrated and complex environment.
  • Operate computer-aided dispatch terminal, two-way radio, computerized mapping system and other computer programs.
  • Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
  • Communicate effectively, both orally and in writing.
  • Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
  • Testify authoritatively in court.
  • Analyze situations as they occur and respond appropriately to ensure the protection of staff and confidential information.
  • Understand, interpret, explain and apply applicable laws, codes and regulations.
  • Present proposals and recommendations clearly, logically and persuasively.
  • Establish and maintain effective working relationships with all those encountered in the course of work.

    An associate degree, preferably in criminal justice, and at least five years of progressively responsible experience in police emergency communication and records management; or an equivalent combination of training and experience. A bachelor's degree in administration of justice, business, management or a related field is highly desirable and may replace two years of experience.

    A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program.

    A California POST Basic Public Safety Dispatcher Certificate is required and must be maintained as a condition of continued employment. Completion of the P.O.S.T. Records Supervisor training program is required within one year of date of employment.

    Current certification as a CLETS Trainer issued by the California Department of Justice or the ability to obtain certification within six months of hire.

    Successful completion of a POST-approved comprehensive background investigation is required, including a review of employment history, criminal conviction record, credit history, use of intoxicants and/or other controlled substances.

    The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Physical Demands
    While performing the duties of this job, the employee is regularly required to walk and stand; use hands to finger, handle, feel and operate objects, tools or controls; reach with hands and arms; perform repetitive movements of hands and wrists; and sit for extended periods of time in a restricted area. The employee is required to talk and hear in person and by telephone and radio. The employee is frequently required to lift up to 25 pounds.

    Specific vision abilities required for this job include close vision, distance vision, use of both eyes, depth perception, color vision and the ability to adjust focus..

    Mental Demands
    While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; deals with constant interruptions and multiple concurrent tasks in high-stress situations; responds to life-threatening, emergency situations; carefully observes and interprets people, conditions and situations; and interacts with others encountered in the course of work, including contact with students, staff and/or the public and dissatisfied individuals.

    The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    The employee works under typical office conditions subject to frequent interruption and intermittent exposure to individuals acting in a disagreeable fashion.

    The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.

    Assessment Process

    To move forward in the selection process, you must complete an online application through our web site athttp://www.schooljobs.com/careers/scccd.Please attach to your application a copy of your degree or transcripts (including when degree was awarded) or your application may be considered incomplete. Resumes may also be uploaded but cannot be used in lieu of a completed application.


    When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

    All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The State Center Community College District does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

    The application review process includes an evaluation of training and experience based on given application information and answers to supplemental questionnaire. Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the assessment process.

    The assessment process will also include an online competency assessment (50% weight) and an oral interview assessment (50% weight). Candidates who attain a passing score on each part of the assessment will be placed on thedistrictwideeligibility list within ranks 1-3 based on their scores.Passing score is 75% out of 100% on each assessment section.


    The assessment process / assessment date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the address listed on your application.

    Candidates who attain a passing score on each part of the assessment will be placed on a district wide Open-Competitive List within ranks 1-3.Using the same process, a separate Promotional List will be established and both Lists will be used concurrently.Unless otherwise indicated, the eligibility list will be used to fill current vacancies for at least one year.


    Individuals with disabilities requiring reasonable accommodation in the selection process must inform the State Center Community College District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

    State Center Community College District is an Equal Opportunity Employer. It is the policy of State Center Community College District to provide all persons with equal employment and educational opportunities without regard to race, ethnicity, national origin, gender, age, disability, medical condition, marital status, religion or similar factors as defined by law. We are a Title V employer.

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    Job No:
    Posted: 6/14/2019
    Application Due: 7/8/2019
    Work Type: