Police Communications and Record Specialist

Description

Under general supervision, performs clerical, administrative and public safety dispatching duties for the Glendale Community College (GCC) Police Department; receives and relays information to officers and external agencies as needed in response to police business and public safety incidents; communicates with officers using radio, phone and dispatching equipment; contacts, receives, maintains and processes police reports, parking citations and other records; and provides information to the public in compliance with departmental policy and legal requirements.

Supervision
Incumbents work under the direct supervision of a Police Sergeant or other departmental supervisory/management staff.

Incumbents do not directly or indirectly supervise other employees but may provide work direction to student workers and/or short-term staff.

Examples of Duties

Receives routine and emergency calls/requests in person and by phone for police, fire, medical and related public safety services; gathers 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 college police officers and/or the need for external agency assistance. Differentiates between routine, priority and emergency requests and responds appropriately in accordance with departmental policy; advises supervisory personnel regarding requests as required.  Sends emergency notifications to the college community by emergency phone paging system and/or emergency alert system as needed. Dispatches college 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. Maintains regular contact, status and location of all police field units using a Computer-Aided Dispatch (CAD) system. Refers non-law enforcement matters to appropriate college personnel and provides general information and assistance to the public. Trains, short-term employees as needed; assists with training dispatch personnel on department procedures. Receives and processes parking and traffic citations; reviews citation appeals and determines the outcome; gathers and provides information for parking citation and administrative citation appeal reviews; coordinates the scheduling of hearing dates, attends District parking citation hearings; and inputs citations into parking database to initiate the refund process as needed . Receives assesses, and responds to event and parking requests; orders, issues, and distributes parking permits and generates police identification cards in accordance with established procedures. Retrieves, reviews and compiles data on crime statistics, calls for service, parking citations, and other departmental activities as assigned; gathers and tabulates information for Clery Act reports. Assists the Employee Transportation Coordinator (ETC) with the South Coast Air Quality Management District (AQMD) Rule 2202 as needed by disseminating the AQMD annual survey, compiling and entering rideshare data, , . and answering general inquiries regarding survey. Monitors fire alarm system for fire alarms, trouble, and supervisor alerts for all District Properties; notifies Facilities regarding maintenance requests.  Receives, processes, and releases found property; notifies property owners of found property, , and categorizes found articles according to regulations and laws, and prepares found property inventory, including barcoding 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; receives and distributes office communications; provides general office coordination for the department). Provides department information and assistance and explains department policies and procedures to department staff, other District employees, students and the general public. Attends meetings and trainings as assigned; participates on committees and/or task forces as needed. Provides lead direction to student workers and/or short-term staff as needed; reviews time sheets and other employment-related documents as needed. Performs other related duties as assigned.

Minimum Qualifications

Knowledge of:

Modern office and dispatch equipment and procedures, including the use of multi-line telephones, multi-channel two-way radios, computers, a Computer-Aided Dispatch system (CAD), Records Management System (RMS), standard business software, fax machines and copy machines. Methods of data organization, collection and reporting. Methods of filing information using alpha, numeric and alphanumeric systems. Correct use of the English language, including spelling, punctuation and grammar. Basic methods of clerical research. Basic principles and practices of public relations and customer service. Basic business arithmetic. General office, departmental, and law enforcement codes, practices, policies and procedures. Ability to: Operate a variety of office and dispatch equipment including multi-line telephones, multi-channel two-way radios, computers, a Computer-Aided Dispatch system (CAD), Records Management System (RMS), standard business software, fax machines and copy machines. Read and interpret standard maps and various codes Use standard business word processing, spreadsheet, email, presentation, and database software. Track, research and organize information. Prepare reports, correspondence and related materials. Prioritize work and complete assignments by assigned deadlines. Provide customer service with a high level of sensitivity, tact and patience. Interpret, apply and explain general office, departmental, and law enforcement codes, practices, policies and procedures. Work well under pressure, identifying and communicating critical information and exercising good judgment in emergency situations. Work and perform duties independently. Maintain confidentiality of sensitive and legally-protected information. Perform multiple tasks simultaneously and with frequent interruptions. Train others. Communicate effectively, both orally and in writing. Establish and maintain cooperative and effective working relationships with students, the public, faculty and staff. Education and Experience:
Education: High School Diploma or equivalent.

Experience: Two years of clerical or office administrative experience.

Licenses/Certifications/Other Requirements:  
None.

Additional Information

Application Process
This position requires the following documents to be attached to your online application in order to be considered:

Current Resume Please note: All required documentation must be attached to the online application by the applicant.
 
Additional documents not requested in the announcement, will not be reviewed. Those applicants deemed best qualified will be invited to the college for an interview. Applications with incomplete information ( statements such as "see resume") or missing documents will not be considered.

Visas
The District does not sponsor Visas.
 
Commitment to Diversity and Equal Employment Opportunity Employer
GCCD is committed to employing administrators, faculty, and staff members who are dedicated to student success. GCCD recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students.

GCCD is committed to hiring processes that support equal opportunity, diversity, and provide equitable consideration for all candidates as required in federal and state law. To find out more about GCCD, please visit our website at

Accommodations
If accommodations are needed for the application process in compliance with the Americans with Disabilities Act, please inform Human Resources.

Thank you for your interest in employment opportunities with Glendale Community College.

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