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Job Summary

Under the direct supervision of the Dispatch and Communications Manager, the Police Records Coordinator provides a wide variety of clerical, analytical, customer service, data entry, word processing, record keeping and report preparation duties. The Coordinator also acts as a liaison with other police agencies as it pertains to police records impacting SJSU and provides information to community members and campus authorities. The Coordinator is required to be versed in the laws and regulations governing the processing, retention, release and disposition of police department records. This position also coordinates UPD's Livescan fingerprint program and provides work direction to student assistants assigned to records and Livescan fingerprint operations.

Key Responsibilities

• Apply the laws, regulations, policies and procedures governing police department records to daily operations
• Have a working knowledge of SB 1421 as it pertains to the release of information to the public
• Act as the Custodian of department records, protect sensitive information and maintain documentation of all requests for records
• Complete Discovery requests for the District Attorney and other agencies
• Process PRA Requests and work with the Administrative Captain and Campus PRA Coordinator to fulfill the requests in accordance with applicable law
• Maintain multiple chronological and alpha numeric filing systems for various sensitive law enforcement records
• Create and maintain a Retention Schedule and a Purge Log for police records in accordance with CSU, County, State and Federal guidelines
• Attend training and work with the Administration to implement Records Management System updates
• Provide updates to Department Administrators on Records Management System changes and upgrades
• Process and maintain court orders to seal records as directed by the court
• Attend training and implement updates to the Records Management System
• Assist in report writing and Records Management System training for Police Officers, Dispatchers and CSOs
• Create login accounts for new employees and set access levels as directed by the Communications Manager
• Create, update and maintain incident codes
• Assist with submitting data to the State of California Department of Justice and the FBI 
• Description Instructions and Form 2018-10-25
• Process PRA requests and work with the Administrative Captain, (Communications Manager when applicable) and Campus PRA Coordinator to fulfill the requests in accordance with applicable laws
• Act as the Liaison with outside law enforcement agencies to collect crime information relative to San Jose State University as required by the Clery Act
• Cooperate with outside law enforcement agencies in conformance with applicable laws to provide records requested as part of official investigations
• Work with the District Attorney's Office to fulfill discovery requests for evidence such as photos, 911 audio, police radio transmissions and body camera footage
• Process citations, accident reports, crime reports and warrants
• Enter and distribute correspondence for warrant notifications and vehicle tows/impounds
• Maintain a record of known criminal offenders released in UPD jurisdiction  
• Read, review and correct spelling and grammatical errors in police reports
• Classify and code police reports using the standards of CIBRS and NIBRS
• Compile and identify common errors and mistakes in police reports and share with Department Administrators and Supervisors to address problems
• Compile supporting case documentation and paperwork and add them to the digital Records Information Management System (RIMS)
• Train Livescan Technician
• Schedule Livescan services in accordance with customer requests
• Coordinate with Parking Services Customer Service personnel to accept Livescan payments. Work with the UPD Payroll Coordinator to bill for Livescan services
• Reconcile Livescan requests and payments received monthly
• Collect employee background search results from DOJ and FBI for UPD ONLY
• Conduct employment background checks for internal and external agencies and disseminate information in accordance with Federal and State Regulations
• Maintain a record of all Livescan Services and fees collected

Knowledge, Skills & Abilities

• Excellent oral and written communication skills
• Ability to produce memos, reports, letters, and email correspondence in a clear, concise, logical and grammatically correct manner
• Ability to operate a computer, including the use of departmental email. Expertise using database systems such as Word, Excel, email, calendar, and other computer programs to produce documents, forms, reports, statistical information, and spreadsheets.
• Ability to prioritize and organize multiple projects/assignments, and work in a complex dynamic environment with deadline pressures, shifting priorities, heavy workload and frequent interruptions
• Ability to establish and maintain a working relationship with Department personnel, University community and general public
• Ability to gain working knowledge of California Evidence Code, Police Terminology, Civil Code, Penal Code, Health and Safety Code, Government Code, Vehicle Code, Education Code and other appropriate law
• Ability to comprehend, adhere, and adapt to department, protocols, policies, rules and laws Ability to accurately apply complex codes, regulations and procedural guidelines
• Ability to adhere to the Public Records Act, Clery Act, Department of Education and Department of Justice guidelines, and California State University policy and procedures; Jeanne Clery Act, Campus Crime Statistics Act, Title IX, Violence Against Women Act {VOWA) and associated regulations.
• Ability to apply the Public Records Act, the California State University policy and procedure when preparing requests to the Custodian of Records
• Ability to certify to use the Criminal Justice Information System (CJIS) & California Law Enforcement Telecommunications System (CLETS) within six months of hire; requires re-certification every two years at Full Operator Status
• Ability to successfully complete and certify through the POST Basic Records Clerk Course and Public Records Act training
• Ability to handle multiple requests simultaneously while maintaining attention to detail
• Ability to work independently using sound judgment
• Ability to train new personnel
• Ability to work any assigned or rotating shift, including day, night or a variation, including weekends and holidays
• Ability to respond in emergency situations and natural disasters
• Excellent customer service and public relation skills
• Demonstrated problem solving skills and analytical skills
• Thorough knowledge of laws, codes, regulations and policies relevant to police records operations.
• Ability to quickly learn and apply policy and procedures specific to San Jose State University and UPD.
• Thorough knowledge of the Clery Act, UCR, CIBRS and NIBRS.
• Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents
• Two years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position

Preferred Qualifications

• A bachelor’s degree or equivalent combination of education training
• Experience with Law Enforcement databases
• Experience with confidential and sensitive material
• Experience involving public contact or employment at a law enforcement agency
• Experience related to a Police Records Clerk

Compensation

Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $4,517/month - $5,000/month
CSU Salary Range: $3,864/month - $6,072/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: July 3, 2025 through July 17, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.