Police Communications and Records Specialist

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties and responsibilities are typical of those performed in this classification.

• Performs clerical, administrative and public safety dispatching duties for the District police department.

• Receives and responds to routine and emergency calls/requests for police, fire, medical and related public safety services and advises management regarding requests as required; gathers and provides information regarding the nature of the situation/request and informs callers regarding the department’s response and/or additional actions needed; determines the availability of District police officers and/or the need for external agency assistance.

• Dispatches District police officers to incidents and/or assists other responding agencies using radio, phone or other dispatching equipment; accesses various state and nationwide criminal justice data banks to provide available information to responders in accordance with established procedures, rules and regulations.

• Monitors fire alarms and dispatches emergency staff as needed.?

• Maintains regular contact, status and location of all police field units to confirm their availability to respond to requests.

• Receives and processes parking and traffic citations and appeals; schedules District hearing dates.

• Receives and processes event and parking requests; issues and distributes parking permits.?

• Retrieves, reviews and compiles data on crime statistics, calls for service, parking citations, and other departmental activities as assigned; gathers and tabulates information for, and assists in the preparation of, reports such as Clery Act reports, Air Quality Management District (AQMD) reports, or lost/found property reports.

• Processes and inputs found property information using the database system; notifies and releases property to the owner; may assist with preparing unclaimed items for auction.

• Performs a variety of general office administrative support duties; establishes and maintains departmental logs, records and files, including confidential police records; enters, accesses, updates, maintains and retrieves data using manual and electronic record keeping systems; prepares documents and forms; audits documents for accuracy and completeness; may order police ID cards; receives and distributes office communications; provides general office coordination for the department.

• Provides department information and assistance and explains department policies and procedures to employees, students and the general public; discusses and helps identify commuting and transportation-related options.

• May send emergency notifications to the college community using the emergency phone paging system and/or emergency alert system, as necessary.?

• May assist in coordinating departmental special events.

• May provide work direction and training to temporary employees and/or student workers.

• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

The education, training and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.

Education and Experience:

High School Diploma or equivalent.

Two years of clerical or office administrative experience.

Licenses/Certifications/Other Requirements:

None.

Knowledge of:

• Modern and specialized office software and equipment, including personal computers, multi-line telephones, multi-channel two-way radios, computers, a computer-aided dispatch system (CAD), fax machines and copy machines.

• Laws, regulations, standards, and/or requirements applicable to areas of assignment.

• Methods of data organization, collection and reporting.

• Methods of clerical research.

• Standard office practices and procedures, including the use of standard office software.

• Methods of filing information using alpha, numeric and alphanumeric systems.

• Correct use of the English language, including spelling, punctuation and grammar.

• Principles and practices of customer service.

• Business arithmetic.

Ability to:

• Operate a variety of modern and specialized office equipment including multi-line telephones, multi-channel two-way radios, computers, a computer-aided dispatch system (CAD), fax machines and copy machines.

• Work well under pressure, identifying and communicating critical information and exercising sound judgment in emergency situations.

• Track, research and organize information.

• Understand and explain laws, regulations, policies, and/or procedures applicable to the areas of assignment.

• Utilize standard office software (e.g., email, word processing, and spreadsheet software).

• Maintain confidentiality of sensitive and/or protected information.

• Prepare reports, correspondence, and other documents using multiple business formats.

• Perform business arithmetic.

• Prioritize work and complete assignments accurately and within established deadlines.

• Provide and obtain detailed information to/from others.

• Provide customer service with a high level of sensitivity, tact and patience.

• Exercise reasonable judgment in performing job duties.

• Perform and prioritize multiple tasks.

• Communicate effectively, both orally and in writing.

• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.

• Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

PHYSICALAND MENTAL STANDARDS:

The following physical and mental standards are identified as necessary to perform the essential duties and responsibilities. However, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

• Mobility: frequent sitting for long periods; frequent stooping and reaching; occasional kneeling, crouching, pushing, pulling, walking and standing; occasional reaching above and below desk level; occasional balancing on varied surfaces.

• Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write and take notes; and feel individual objects.

• Lifting: frequent lifting of papers, files, equipment and material weighing up to 10 pounds; occasional lifting up to 25 pounds.

• Visual Requirements: frequent use of vision sufficient to read files, documents, and computer screens and do close-up work.

• Hearing/Talking: frequent hearing and speaking in person, on the telephone, and over a radio.

• Emotional/Psychological Factors: frequent need to remain calm, make decisions and concentrate under stressful conditions; frequent contact with others including extensive public contact; frequent deadlines and time-limited assignments.

ENVIRONMENTAL CONDITIONS:

• Work is primarily performed in a standard office environment.