Police Records Coordinator

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Joined: Tue Jan 21, 2020 4:42 pm

Police Records Coordinator

Post by PrincetonUniv » Wed Jan 22, 2020 10:08 am


The Department of Public Safety (http://publicsafety.princeton.edu/) (DPS) is the primary department charged with creating a safe and secure environment at Princeton University (https://www.princeton.edu/). DPS operates 24 hours a day, 365 days a year, and is comprised of 120 staff members. The department consists of professional university police, non-sworn security officers, dispatchers and administrators dedicated to providing best-in-class service to the community. DPS was awarded Law Enforcement Accreditation from the Commission on Accreditation for Law Enforcement Agencies (CALEA) in July 2015 and reaccredited in 2018. CALEA serves as the “International Gold Standard for Public Safety Agencies” and oversees a rigorous accreditation process. DPS was also recognized by the New Jersey State Association of Chiefs of Police (NJSACOP) and awarded law enforcement accreditation in March 2019.

The Records Coordinator (RC) is an exempt non-sworn DPS administrator who reports directly to the Administrative Lieutenant. The RC is responsible for coordinating and directing a number of DPS administrative functions. This includes, managing the Department’s records; data quality; annual report; and specialized research projects, as well as writing and producing reports for various Department projects as assigned.

The RC must handle and complete the Daily Clery log; report summaries (summarizing reports for various University Departments); court document process (OPRA requests/Record requests); Uniform Crime Report; as well as assists with the accreditation process (i.e. use Power DMS Policy Management Software).

DPS is a 24/7, 365-day operation and may require the RC to work a flexible schedule. The RC must be able to respond to serious campus emergency operations to assist the Core Leadership Team and provide DPS support activities.


• Maintain police records management filing system and comply with record retention and destruction guidelines.
• Read and scan incoming materials in order to determine how and where the records should be classified and/or filed.
• Enter and retrieve confidential police records using computer system; and produces various statistical reports as requested.
• Update case activity notes to document status changes.
• Electronically scan and upload related attachments to cases as required.
Complete weekly audit of records and produce report of missing and/or incomplete records to administration.
• Assemble criminal report files for court and produce information at the request of local prosecutors.
Act as liaison with local municipal court clerk, and assist with scheduling of cases on the court calendar.
• Notify officers of court appearance dates and record required appearances in police scheduling software.
• Interact with attorneys and process discovery requests
• File and execute court orders for expungements.
• Complete daily report and summary distributions to various university departments.
• Complete and publish the Daily Clery Crime Log.
• Greet and assist public; interpret and utilize governing laws to release or withhold information from police reports and various records.
• Receive telephone calls; refer inquiries as appropriate; respond to requests and complaints for information.
• Receive and process public information requests and liaise with the department’s OPRA attorney.
• Ability to exercise independent judgment in evaluating situations and making decisions.
• Receive and process payment for public information requests.
• Complete and/or mail various State forms.
• Prepare and submit monthly Uniform Crime Report along with supplemental law enforcement data through state repository portal.
• Must be able to acquire department-sponsored notary public license within 12 months.
• Assist Training Coordinator by preparing training certificates, updating local records, and scanning certificates from off-site training courses, updating local training databases, and assist scheduling training and transportation when required.
• File various department forms and reports.
• Update local uniform database.
• Prepare card access requests to assign clearances for Department staff at the direction of the Administrative Lieutenant, and maintain file of same. Assist with access problems for existing cardholders.
• Provide administrative support for the Department and perform general clerical duties as assigned.
Assist with preparing departments annual report.
• Provide daily case files to Assistant Vice President and Director of Operations.

The RC serves as the back-up to the Training Coordinator (TC) and will support the designing, coordinating and delivering internal and external learning solutions comprised of traditional classroom training, module web-based training, e-learning and support materials. The TC will develop a consistent learning experience that supports all DPS employees, aligns with organizational strategic objectives and meets all mandated training guidelines including, but no limited to the:
• Attorney General (AG),
• Mercer County Prosecutor’s Office (MCPO),
• Environmental Health and Safety (EHS),
• Human Resources (HR), and
• Department of Public Safety (DPS) standards.

Other duties as assigned.

A full job description will be provided at the time of interview.


• Bachelor's degree or two years equivalent professional experience
• Ability to master technology in the development and delivery of training
• Intermediate to advanced knowledge of:
• Police records management principles, practices and methods
• City, State and Federal laws, codes and regulations governing police records management
• Personal computers, hardware and software including POSS, PowerDMS, database management, Outlook, Word, Excel and PowerPoint
• Police department policies and procedures
• Demonstrated skill in:
• Compiling and maintaining complex and extensive records
• Applying Police records management laws, rules and regulations
• Effective oral and written communication
• Prioritizing a high volume of work
• Preparing accurate reports
• Data entry
• Planning and coordinating multiple projects
• Working under significant time constraints and pressure to meet deadlines.
• Must possess excellent:
• Organizational and time-management skills
• Judgment and discretion in handling sensitive and confidential matters
• Interpersonal skills and a high degree of professionalism
• Oral and written communication skills
• Must successfully complete a background check

• Records management system experience

Princeton University is an Equal Opportunity/Affirmative Action Employer (https://rrr.princeton.edu/eop) and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW (https://www.eeoc.gov/employers/upload/p ... imized.pdf)

Apply Here: http://www.Click2Apply.net/x532hx4j82d88f55


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