Police Records Technician

Employer
University of California, Santa Cruz
Location
Santa Cruz

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Employment Type
Full Time
Institution Type
Four-Year Institution
Job Title: Police Records Technician
Location: Santa Cruz
Job ID: 33617
JOB POSTING

Employee will be a staff member of the UC Santa Cruz Police Department and therefore must pass a thorough background investigation of personal and work history, including a fingerprint check of criminal history, psychological exam, drug screening, medical screening, and a credit check, and possess a valid California driver's licenses. As part of the background investigation process, you may be subjected to a detection of deception examination, such as a polygraph or voice stress analysis to verify the truthfulness of information that applicants have provided on the PHS and to the background investigator directly.

Successful applicants will participate in the DMV Pull Notice.

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 05-03-2022

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

More information can be found here: https://police.ucsc.edu/

JOB SUMMARY

This is a professional staff (non-sworn) position. A high level of awareness, diplomacy and sensitivity is critical with this position. The ability to positively interact with Police Department employees, University officials, staff, faculty, students, community members, visitors, and professionals from other government agencies is required of incumbents to develop, maintain, and successfully perform in this position. This position plays a critical function in the criminal justice system, and is a very critical position within the UC Santa Cruz Police Department.

Under the general supervision of the Police Records and Communications Manager, the Police Records Technician provides a wide variety of customer service and clerical support duties to the Police Department, which includes, but is not limited to receptionist duties, cashiering, data entry and word processing, record keeping, filing, preparing reports, and providing information to community members.

The Police Records Technician is responsible for the maintenance and processing of police department records, and assists with compiling statistics and information for the FBI Uniform Crime Reporting (UCR), NIBRS reporting system, Clery Act reports, UC System-wide reports, State and Federal Public Records Act compliance, and monthly statistical reports. The Police Records Technician is also required to know laws and regulations pertaining to the processing, retention, release, and disposition of police department records, processing, retention, release and disposition of lost and found items, knowledge of police evidence records processing, retention, release, and disposition, and UC Santa Cruz's complex parking rules and regulations.

This position requires sound problem solving skills, analytical acumen, computer skills, and demonstrated knowledge of state and federal law as it pertains to records and evidence, and the ability to quickly learn and apply University of California regulations.

The Police Records Technician also provides logistical needs for the department and campus during planned events and emergencies.

Departmental, state and federal laws, POST standards, rules and guidelines must be adhered to, but independent ability to evaluate, create, adapt and adhere to policy and protocols specific to the UC Santa Cruz Police Department is required.

APPOINTMENT INFORMATION

Salary Information: Salary Range: $24.64 - $28.90/hour. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

  • Full-time, Fixed
  • Percentage of Time: 100%, 40 Hours per Week
  • Days of the Week: Typical schedule is Mon-Fri. Occasional weekends.
  • Shift Includes: Typical shift is Day. Occasional evenings and nights

Employee Classification: This is a Career appointment

Job End Date: 1 year from the date of hire

Work Location: UC Santa Cruz Main Campus

Union Representation: CX, Clerical & Allied Services

Job Code Classification: 004722 BLANK AST 3

Travel: Up to 25% of the time

JOB DUTIES

40% RECORD MANAGEMENT

  • Provide clerical support to the Department to include routine specialized records keeping; maintain, sort, copy, scan, distribute and file reports; determine legitimacy of requests for release of police records to citizens, organizations, and other law enforcement agencies; prepare records for release; process requests for reports and citations for law enforcement and governments agencies, insurance companies, and victims.
  • Prepare certified copies of Department and reports/documents for department personnel, District Attorney, courts and/or other government agencies, as specified by law and/or department policy. Assist in the preparation of statistical reports for internal use, and for reporting to outside departments and agencies.
  • Work closely with department members to review documents for accuracy; manually enter citations, reports, arrest registers and disposition data into the appropriate data base and/or information system; distribute citations/reports to other law enforcement agencies; review information requests and retrieve data from various data bases; provide public information regarding departmental procedures and practices, process requests for police reports; access the CLETS system to obtain confidential information; provide information and directions to the public regarding the completion of complaint filing; index, select, cross-referencing and arrange records and documents.
  • Ensure the safe keeping of confidential records involving criminal or other extremely sensitive information
  • Required to maintain proficiency on the Criminal Justice Information System (CJIS) & California Law Enforcement Telecommunications System (CLETS); requires re-certification every two years at Full Operator Status.
  • Process, record, update, retrieve, and route records in computer and/or manual files. Ensure the safe keeping of confidential records involving criminal or other extremely sensitive information.
  • Assist with records custody of all Department reports and citations and other documentation. Attach supplemental reports, California Law Enforcement Teletype System (CLETS) printouts, parking documents, citations, court dispositions, and other documents, etc., to the original files.
  • Interpret and implement complex and changing laws, policies, and procedures relative to the security, processing, maintenance, storage and destruction of records to ensure legal and procedural compliance (e.g. Penal, Vehicle and Government codes, UC regulations, Public Records Act, and court decisions). Purge records applying federal, state and UC policy records retention and disposition guidelines.
  • Assist in maintaining complete and accurate audit trail of documents and reports. Assist in audits of records.
  • Provide related computer training to department staff (e.g. Evidence – Property System, Critical Reach, RIMS record retrieval, Santa Cruz Superior Court extranet, various DOJ web based programs, etc.). Create and design reports and databases using the police records management and citation processing systems.
  • Act as liaison between the courts, court functions, the District Attorney’s Office, and other government agencies. Transport subpoenas, court packages, in custody case files to the court and the District Attorney’s Office. Obtain reports, documents, photos and evidence as required by subpoenas, discovery requests, etc., and provide to appropriate party. Process felony, misdemeanor and infraction criminal complaints for court and District Attorney’s Office for prosecution.
  • Process subpoenas, including notifying, locating and confirming schedule for department personnel requested to appear in court or hearing, or “on call status.”
  • Maintain and review criminal complaint packages and subpoena logs. Track status of cases for disposition, court dates and filing.
  • Review, input and process citations for payments, dismissals, administrative reviews, and hearings.
  • Assist with preparation of Clery Act and media logs.
  • Distribute Critical Reach bulletins, as well as other communications, including alerts, bulletins and information.
  • Assist with the transition to NIBRS crime statistic reporting. Responsible for quality assurance of NIBRS entry and reporting; compiles and tabulates statistical data for NIBRS reporting.
  • Responsible for reviewing NIBRS data to be submitted to CA Department of Justice and the FBI.
  • Responsible training of the NIBRS process to new police department records/property personnel, and providing updates or feedback to other police department personnel.
  • Assist with preparation, compilation and submission of statistics and information for the FBI Uniform Crime Reporting (UCR), NIBRS, Clery Act reports, UC System-wide reports, State and Federal Public Records Act compliance, Corrections Standards Authority, and monthly statistical reports; report/citation processing, report/citation data entry, report/citation classifying, quality assurance/purging, fingerprinting services (Livescan processing/UC background checks), criminal warrant processing, subpoena and temporary restraining order, etc.
  • Train department members, including student employees, in proper records handling and functions of unit.
  • Process, record, update, retrieve, and route records in computer and/or manual files.
  • Maintain records custody of all Department reports and citations and other documentation. Attach supplemental reports, California Law Enforcement Teletype System (CLETS) printouts, parking documents, citations, court dispositions, and other documents, etc., to the original files.
  • Purge records applying federal, state and UC policy records retention and disposition guidelines.
  • Assists in audits of records.
  • Assists with preparation and submission of juvenile detention reports to the Corrections Standards Authority.
  • Assists with preparation and submission of crime and arrest reports to the Department of Justice.
  • Assists with distribution of department mail.
  • Must be able to travel for training within the State of California.

30% RECEPTION

  • Provide clerical support, professional and diplomatic assistance to members of the community who either visit the Police Department reception area or telephone the department. Answer inquiries involving routine department procedures, activities, functions, record keeping and filing. Interpret and explain complex laws, policies, and procedures in response to public inquiries. Describe options and obligations or refer questions to appropriate personnel, agency or department. Exercise good judgment when applying office policy and rules of confidentially.
  • Responsible for initial general reception of the individuals arriving at the Police Department. This includes, but is not limited to providing information, directions, confirmations of appointments, and performance of various Records responsibilities.
  • Interact courteously and professionally in unique, difficult or confrontational situations. Evaluate situations and use conflict management tools to resolve complex, volatile, and hostile situations.
  • Provide specific information concerning the various functions of municipal, county, state and federal agencies that provide services to the general public. Must have knowledge of the numerous agencies and jurisdictions encompassed in Santa Cruz County.
  • Use a multi-digital phone, answer and direct incoming calls regarding department services. Screen calls, refer callers to appropriate campus officials, take messages, greet visitors and announce guests. Apply department visitor’s policy.
  • Responsible for using/maintaining various automated office equipment such as facsimile machines, copier/printer/scanner, and electronic cash register.
  • Respond to inquiries, complaints or concerns from parents, students, staff, faculty and members of the public regarding police and parking enforcement matters.
  • Issue and review submitted forms from the public for completeness, explain procedures, provide advice on supplementary materials needed to meet individual circumstances, including but not limited to information about parking appeals and public complaints. Evaluate and respond appropriately to requests.
  • Under certain circumstances, investigate, resolve and or adjudicate minor parking citation contestations and inquiries by interpreting UC Santa Cruz Parking Regulations and California Vehicle Codes.
  • Provide information and assist in application of policies and procedures relative to vehicle impound and towing procedures. Assist in collection of fees relative to impounded and booted vehicles.
  • Recommend and implement procedures in the following areas: parking citation complaints, requests for special parking consideration, parking violation document processing and the collection of fines.
  • Liaison with parking violations processing agency, Hearing Examiner, and courts regarding administrative reviews, adjudication process and citation problems.
  • Use independent judgment to evaluate, determine legitimacy of requests, and authorize special exceptions to parking regulations.
  • General administrative functions such as data entry, assisting with processing of parking citations, parking boot information, permit requests and other information based on the needs of the department.
  • Create, write and process lost/stolen parking permit reports.

10% EVIDENCE MAINTENANCE AND PROCESSING

  • This position is required by law to maintain the chain of evidence; process in-coming evidence and property; transport evidence to county, state and federal crime laboratories and courts; to testify in court on evidence related matters; and under the direction of a sworn officer assist in the collection and logging of evidence/property at a crime scene.
  • Responsible for the security; lawful handling, process and maintenance, packaging procedures, standards and laws; control, audit and inventory; data maintenance; evidence organization; disposition and purging; records maintenance and final disposal of all evidence collected. Store evidence items utilizing common preservation guidelines for the handling of evidence.
  • Gather, collect, log and process property that is to be stored in the Evidence Room and other storage facilities in a procedurally correct manner.
  • Responsible to ensure that the property and evidence function of the department will successfully pass internal audits and those conducted by the Commission on Peace Officer Standards and Training, the California Department of Justice, and/or other government agencies.
  • Ensure that the evidence processing and handling procedures adhere to applicable local, state, and federal laws and regulations.
  • Responsible for the maintenance of “chain of Evidence” control for the items collected by department personnel.
  • Ensure that all booked evidence adheres to packaging procedures, standards and laws.
  • Packaging and storing evidence items utilizing common preservation guidelines for the handling of physical evidence.
  • Transporting evidence to and from crime labs for analysis, courts for presentation at trial to the permanent evidence site at the police department.
  • Research and follow up of police cases via mail, telephone, and or in person with victims, owners, department members, government agencies and others regarding case dispositions.
  • Prepare requests for judges’ signature on court order destruction, return, auction etc. of evidence in coordination with final disposition of the case.
  • Transport weapons and drugs to vendor for destruction. Coordinate with various certified vendors for the actual destruction of weapons, narcotics, etc. Research police reports before release and /or destruction of evidence. Maintain records.
  • Conduct training for police officers and other department personnel in the proper techniques and procedures of evidence collection, booking, packaging, storing, documentation and report writing.
  • Provide officers and other personnel evidence for court purposes.
  • Order and maintain adequate reserve evidence forms, containers and supplies.
  • Prepare evidence items for auction and/or destruction. Maintain records.

10% LOST AND FOUND

  • Process Lost and Found items according to University policy, Police Department regulations, and State laws pertaining to Lost and Found items.
  • Handle Lost and Found property including property organizations, processing, storage and tracking of lost and found property. Review records to determine if lost or stolen. Maintains lost and found storage area and data base.
  • Research ownership of Lost and Found property, contact rightful owner by telephone and/or in writing and coordinate release of property. Keeps records on the date an item was received, date notice was attempted, and date item released.
  • Prepare items held over 90 days for public auction or disposal including strict adherence to California Civil Code Section 2080, California Penal Code 485 and 11108, and California Health and Safety Code 11473.
  • Keep and maintain records for Lost and Found items. Update Lost and Found records with final disposition of the property. Purge records per pertinent laws and policy.
  • Assist with inventory, purging, destruction, or auction of unclaimed items per pertinent laws and policy. Advertise for all items going to auction as defined in the California Civil Code and ensure a tracking number for each found item. Prepare Lost and Found items for auction and/or destruction. Maintain records. If on-site auction is held, must be present for duration of auction.
  • Coordinating with auction vendors for sale of unclaimed property and ensure all unclaimed property is released for auction and destruction pursuant to University and Department regulations, as well as State law.
  • Conduct training, as requested or needed, to personnel in the proper techniques and procedures of property collection, including report writing.

5% CASH HANDLING

  • Collect payment for the cost of released police reports, parking citations, and other fees.
  • Reconcile cash register deposits; ensure accuracy, complete forms and make deposits. Maintain cash register security in compliance with campus and department audit standards.

5% OTHER DUTIES

  • Report to campus Emergency Operations Center during critical incidents and disasters. Screen, assess, and route incoming calls and information. Provide front line phone contact for less critical incidents (e.g. power outages or demonstrations).
  • Participate in special projects under the direction and/or supervision of the Dispatch and Records & Communications Manager.
  • Receive and process mail. Design forms, used both internally and externally, for department..
  • Perform errands as requested and assist in other areas of the office on special projects as requested.
  • Other duties as assigned.

REQUIRED QUALIFICATIONS

  • Demonstrated ability to prioritize and organize multiple projects/assignments, and work in a complex dynamic environment with deadline pressures, rapidly shifting priorities, heavy workload and frequent interruptions. Demonstrated organizational skills to systematically maintain material and information in order to optimize efficiency and minimize duplication of effort and to accurately prioritize assignments for timely completion.
  • Experience in establishing and maintaining a cooperative working relationship with Department personnel, University community and general public. Demonstrated interpersonal and communication skills to stay calm during emergency situations, diffuse anger, and to be responsive to emotionally upset people.
  • Demonstrated experience and working knowledge of California Evidence Code, California Civil Code, California Penal Code, California Health and Safety Code, California Government Code California Vehicle Code, California Education Code and other appropriate law.
  • Ability to comprehend and interpret department policies, rules and laws.
  • Good listening skills, the ability to extract important information, and to explain policies and recommendations.
  • Ability to independently create, adapt and evaluate protocols.
  • Demonstrated ability to accurately apply complex codes, regulations and procedural guidelines.
  • Demonstrated problem solving skills, analytical skills, and political acumen.
  • Demonstrated ability to work independently or with minimal supervision.
  • Ability to follow oral and written instructions.
  • Substantial experience working in a customer service driven, dynamic environment with rapidly shifting priorities, heavy workload and frequent interruptions.
  • Demonstrated filing, recordkeeping and forms processing skill, and the ability to develop and maintain accurate and legible records with strict attention to detail.
  • Proven aptitude for detail and patience in dealing with evidence processing, lost and found processing, cash handling, records maintenance, etc.
  • Must possess a valid high school diploma or GED.
  • Experience working with a diverse university community.
  • Experience working in a University law enforcement environment.
  • Demonstrated experience and working knowledge of the, Public Records Act, Clery Act, Department of Justice guidelines, and University of California Policy and Procedures.
  • Ability to use various standard and specialized law enforcement computer systems and software applications; digital retrieval, local area networks, advanced word processing, data entry and retrieval, computer databases, printer applications, photo and video retrieval systems.
  • Ability to maintain multiple chronological and alpha-numeric filing systems.
  • Ability to apply and administer departmental policies and procedures. The ability to adapt to everyday situations with the public and other governmental agencies. Ability to understand, follow and apply general policies and procedures.

PREFERRED QUALIFICATIONS

  • POST certified Basic Records Clerk Course training certificate.
  • POST certified Property and Evidence Course training certificate.
  • Experience applying the Public Records Act, California Code 6520 et. Seq. and University of California policy and procedure when preparing requests to the Custodian of Records.
  • Experience classifying and coding police reports using the Unified Crime Reporting Standards (UCR).
  • Experience classifying and coding police reports using NIBRS standards.
  • Demonstrated experience and working knowledge of the International Association for Property and Evidence Professional Standards.
  • A Bachelor’s degree or equivalent combination of education, training and experience.

SPECIAL CONDITIONS OF EMPLOYMENT

  • Employee will be a staff member of the UC Santa Cruz Police Department and therefore must pass a thorough background investigation of personal and work history, including a fingerprint check of criminal history, psychological exam, drug screening, medical screening, and a credit check, and possess a valid California driver's licenses. As part of the background investigation process, you may be subjected to a detection of deception examination, such as a polygraph or voice stress analysis to verify the truthfulness of information that applicants have provided on the PHS and to the background investigator directly.
  • Must possess a valid license to drive in the State of California and be able to participate in the Department of Motor Vehicles (DMV) pull notice program.
  • Employee must successfully complete a one-week POST certified Basic Records Clerk course, a one-week POST certified property and evidence course, Public Records Act training, and California Law Enforcement Telecommunications System (CLETS) training within six (6) months of employment.
  • Per the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, this position has been identified as a Campus Security Authority. The selected candidate will be required to report a crime or any incident that may be a crime.
  • Ability to safely perform the physical requirements necessary in storing and moving materials. Ability to lift light to moderate objects up to 40 lbs, with or without accommodation.
  • Ability to regularly stand, walk and sit for extended periods of time.
  • Ability to work with drugs, weapons, corpses and bodily fluids.
  • Ability to work overtime including evenings, nights, weekends and holidays to meet operational needs. Ability to work alternate work schedule shift. Hours of work may be on an 8, 10, or 12 hour plan.
  • Ability to travel for training and meetings within the State of California. Ability to satisfactorily complete required training classes and courses to keep abreast of new laws and regulations, as well as keep skill set up to date.
  • The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
  • This position has been identified as a mandated reporter under the two California Acts listed below. The selected candidate will be required to sign a form acknowledging the role of mandated reporter, and to report known or suspected child or elder abuse or neglect, as defined by the following:
  • Per the Dependent Adult Abuse Reporting Act: California Welfare and institutions Code, Section 15630 and 15632.
  • Per the Child Abuse and Neglect Reporting Act (CANRA) Penal Codes, and related definitions, requirements, and responsibilities may be obtained here: https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=PEN&division=&title=1.&part=4.&chapter=2.&article=2.5

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.


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