Records and Communications Manager

Job description

Records and Communications Manager

Job no: 497751
Work type: Management (MPP)
Location: San José
Categories: MPP, Administrative, Safety, At-Will, Full Time

Job Summary

Under the direction of the Captain of Administrative and Operations Bureaus, the Records and Communications Manager will manage the administrative functions of the University Police Department’s (UPD) Records and Regional Communications units, ensuring a comprehensive program for the entire campus community and the immediate surrounding community. The manager collaborates with UPD management, staff and other SJSU departments to ensure department directives are adhered to, goals are accomplished and objectives are met.

This is a position in the CSU - Management Personnel Plan (MPP), and serves at the pleasure of the President. This position will require adherence to University compliance training such as: Conflict of Interest and Ethics, AB 1825 Sexual Harassment Prevention, Information Security, and Injury and Illness Prevention Program. The person hired for this position may be required to complete an outside employment disclosure statement in accordance with Title V of the California Code of Regulations.

Key Responsibilities

  • Release public information as related to department policies, federal and state regulations
  • Serve as a liaison for the District Attorney office: process incident reports, process court orders to seal records and maintain records in compliance with applicable laws
  • Compile and submit data to the State of California Department of Justice and FBI for the Uniform Crime Reports (UCR)/National Incident Based Reporting System (NIBRS)
  • Perform all records management related duties System Administrator for University Police Dept. computerized data systems: setting login accounts, creating and maintaining incident codes, preparing mandated reports monthly for the department and DOJ
  • Manage, attend training and implement updates on the Records Management System
  • Prepare and report annual Clery Act statistics. Responsibilities include: obtaining and compiling crime statistics about crime on or near the SJSU campus, including Moss Landing Marine Laboratories; other off campus locations; collecting Clery crime statistics from allied agencies to assist the Clery Coordinator for the Clery Report
  • Perform Live Scan Fingerprinting Administration; Certified Live Scan Operator; hire, train and manage part-time Live Scan Technician(s), retrieve scan results, reconcile all monies collected monthly, prepare and reconcile billings, collect employee background search results for DOJ and FBI
  • Hire, train, and manage Communications staff
  • Leads the setup and use of the Mobile Communication Center
  • Work and coordinate with Cal OES 9-1-1 for implantation of Next Generation 9-1-1 as required by Federal Law
  • Work with Cal OES on Grants related to 9-1-1 VESTA communication system updates
  • Adhere to Assembly Bill 1168 for TEXT to 9-1-1 requirements
  • Plan for and manage Annual audits by DOJ/CLETS/CJIC/BGCC
  • Uniformly apply the rules and regulations, policies, practices and procedures of the University Police Department and the FCC
  • Assign public safety dispatchers to work the various dispatch positions within the communication center
  • Evaluate the performance of team members, provide frequent feedback to subordinates, and performance appraisals
  • Investigate and respond to citizen, department and allied agency concerns or complaints and apply disciplinary actions as needed
  • Provide leadership and develop staff through coaching, mentoring and guidance
  • Represent the Agency in dealing with other departments, local and regional agencies

Knowledge, Skills & Abilities

  • Ability to operate and understand CAD/RMS
  • Familiar with the setup and use of the Mobile Command Post Dispatch
  • Thorough knowledge of Live Scan Operations and requirements
  • Through knowledge of Clery reporting requirements
  • Knowledge of laws, codes, and regulations relevant to police operations and confidentiality
  • Ability to plan, assign, correct and supervise the work of records staffing
  • Ability to design training programs and train others on new skills and procedures
  • Ability to act as a leader, motivate staff, and conduct effective meetings
  • Ability to develop and implement department policies, procedures and regulations
  • Ability to distinguish and interpret meaning of colors on video display terminals
  • Thorough knowledge of alarm, radio, and security system equipment
  • Thorough knowledge of deaf and hearing impaired telephone equipment and full range bilateral hearing
  • Thorough knowledge of requirements for accessing confidential information from local, state, and national databases
  • Extensive knowledge of terminology used in emergency radio and telephone communications
  • Thorough knowledge of functions of law enforcement, fire, paramedical care and other emergency services
  • Ability to make sound decisions in an emergency situation
  • Excellent customer service and public relations contact skills
  • Ability to work rotating shift/hours, including nights, holidays
  • Strong written and oral communications skills

Required Qualifications

  • Bachelor's Degree in Criminal Justice, Business Administration, Public Administration, Communications or related field OR five (5) five years in a supervisory or managerial capacity in public safety
  • CA Basic Dispatcher POST academy certificate OR five (5) five years in a supervisory or managerial capacity in public safety.

Preferred Qualifications

  • Bachelor’s Degree
  • CA P.O.S.T. Dispatch Supervisor OR Records Supervisor Certificate


Classification: Administrator II
Hiring Range: Commensurate with experience

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

  • Resume
  • Letter of Interest
  • POST Certificates

All applicants must apply within the specified application period: October 1, 2020 through October 8, 2020. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
[email protected]

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Advertised: October 01, 2020 (6:00 AM) Pacific Daylight Time
Applications close:




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Job No:
Posted: 10/3/2020
Application Due: 1/1/2021
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