What are the responsibilities and job description for the Police Records Coordinator position at Montana State University?
The Montana State University Police Department provides comprehensive law enforcement services to ensure the safety and security of the campus community. As part of our team, the Police Records Coordinator contributes to the integrity and effectiveness of department operations through vital administrative and records-related support.
Duties and Responsibilities
- Monitors and processes alcohol event requests
- Enters law enforcement bulletins in our law enforcement RMS
- Validates Invoices from Gallatin County Detention Center
- Non-Emergency Public Safety Phone Line (primary coverage responsibility)
- Provides support to Community Outreach for Special Events and Games
- Assists in onboarding new personnel (access to databases, creates ID cards, etc.)
- Processes and tracks internal student applicant backgrounds
- Processes records request by conducting a review of the documents, redaction, and presents to the Accreditation/Information Manager for release approval
- Maintains and updates the Daily Crime Log
- Adds reported Clery crimes to database for review, assists in reconciliation, transparency statistics, and binder compilations
- Maintains Sex and Violent Offender List on posts on the UPD website
- Manages and disseminates the campus trespass roster
- Processes Court Dismissal Orders (criminal record seals and expungements)
- Performs duties of the Alternative Terminal Agency Coordinator (TAC) for UPD’s Criminal Justice Information Network (CJIN) terminal
- Webmasters for Police, Parking, and Emergency Management
- Operates weapons storage facility
- Staffs front counter
- Provides fingerprinting services
- Processes payment for services at point of sale
Required Qualifications – Experience, Education, Knowledge & Skills
- Two or more years of administrative or program coordination experience.
- Experience working with confidential information and data security.
- Proficient with Microsoft Office Suite (Word, Excel, Outlook, Teams).
- Demonstrated ability to manage multiple tasks with accuracy and attention to detail.
Preferred Qualifications – Experience, Education, Knowledge & Skills
- Experience working in a law enforcement, legal, or public safety environment.
- Experience with records management systems (e.g., Central Square or similar).
- Knowledge of the Clery Act and associated reporting requirements.
- Associate’s or Bachelor’s degree in criminal justice, public administration, or a related field.
- Experience with website content management and editing.
The Successful Candidate Will
- Strong organizational and multitasking skills.
- Ability to maintain confidentiality and handle sensitive information.
- Excellent written and verbal communication skills.
- Strong interpersonal skills and ability to work with diverse groups.
- Customer-service oriented with a professional demeanor.
- Ability to adapt to changing priorities and technologies.
Position Special Requirements/Additional Information
- May require occasional evening or weekend hours for special events.
- Must pass a background check due to the sensitive nature of police records.
- Must be eligible to handle and process criminal justice information.
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands
- Must be able to remain in a stationary position for extended periods and work at a computer.
- Occasionally may transport or move up to 25 pounds.
- May be exposed to emotional or sensitive materials.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties?
No
Posting Detail Information
Number of Vacancies
1
Desired Start Date
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on October 15 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
This position is not eligible for new sponsorship
EEO Statement
Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
Benefits:
Health Insurance, Sick Leave, Retirement PlanSalary : $24