PURPOSE:

Under the general direction of the Deputy Chief, the Records and Evidence Specialist is responsible for independently performing complex clerical and administrative support functions related to the goals and objectives of the Police Records and Property & Evidence units within the University Police Department. Work assignments involve interactions within and outside the university with exposure to highly sensitive/confidential information and the ability to handle sensitive interpersonal situations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

1. Processes all approved reports, including auditing reports for completeness and accuracy, preparing cases for court, maintaining police records/files in the police department record management system (TracNet). Coordinates complex and confidential police records, including but not limited to, collects, indexes, processes, maintains, retrieves, copies, and distributes confidential law enforcement data and information; performs a variety of record keeping functions including processing police reports; provides assistance to the public at the front counter and over the telephone; and provides other support and assistance to other functions and activities of the Police Department; public service in person and via telephone, processing requests for public safety records from the public and other law enforcement agencies, compliance with California State Law requirements relating to arrest and confidential records. Process and distribute police reports, notices. Document and process lost and found property.
2. Processes citations (other than parking) and citation amendments. Enters all citation information into TracNet, consults with police officers and court officials, distributes copies to the appropriate courts and corresponds with violators if necessary.
3. Controls the property/evidence repository facility and operations. Adheres to relevant state and federal regulations for the security and control of all property/evidence items collected by police personnel. Maintains chain-of-custody documentation for all evidence items.
4. Coordinates the control of arrest warrant processing.
5. Complete California Law Enforcement Telecommunication System (CLETS) entries and removals for vehicles, property, court orders, etc.
6. Distributes reports, as appropriate, to the Office of the District Attorney (DA), the courts, the juvenile and adult probation offices, state parole offices, California Highway Patrol (CHP), other police agencies, campus departments, and members of the public. Processes arrest warrants, subpoenas and court orders.
7. Maintains report archives, and curtain administrative files for the University Police Department. Verify identity and conduct background fingerprint services.

Other Functions:

Performs other job-related duties and special projects as assigned.

Knowledge, Skills and Abilities:
Must be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.

Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.

Minimum Qualifications:
Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Specialized Skills:
Comprehensive and detailed knowledge of a complex office infrastructure, policies and procedures to complete duties identified above. Ability to learn quickly and to work in a fast-paced environment with frequent interruptions. Previous experience working in a law enforcement setting. Knowledge of records management.

Preferred Qualifications:
Strong communication, organizational and project management skills. Ability to establish and maintain cooperative working relationships within a diverse, academic environment. Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner. Ability to maintain strict confidentiality and anticipate and meet department needs; take initiative to improve operations in a collaborative manner.

Technical fluency with Microsoft Office Professional Suite, Oracle/PeopleSoft, CSU Common Management System or equivalent enterprise management system; and Google mail and calendaring programs. Demonstrated understanding of and commitment to CSUMBs Vision.

Special Conditions of Employment:

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
• This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
• Must possess and maintain a valid license to drive in the State of California, pass the Defensive Driving Training Class, and be insurable under the Universitys liability coverage.
• This position has been designated as a sensitive position with access to:
  • or control over, cash, checks, credit cards, and/or credit card account information; and
  • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
• This position is required to comply with confidentiality requirements outlined in the Department of Educations Family Educational Rights and Privacy and Californias Educational Code Chapter 13 regarding sensitive student issues.
• This position is designated as a Campus Security Authority (CSA) and will be required to participate in annual training and to immediately forward to the Clery Director all reports of crimes brought to their attention pursuant to the Clery Act and California State Education Code, Chapter 16, of the Donahue Higher Education Act, Section 67380.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

Compensation and Benefits:
POSITION INFORMATION:

• Type of Appointment: Full-Time, Probationary
• Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
• Anticipated Campus Hiring Salary: mid to high $3,000s/month
• CSU Salary Range
• FLSA Status: Non-Exempt

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits R07. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability, visit: Employee Housing.

How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/5427

For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at: https://csumb.edu/clery

CSUMB is a smoke and tobacco-free campus.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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