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523559 - Records Technician (Administrative Support Coordinator II)

Apply now Job no: 523559
Work type: Staff
Location: Fullerton
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Job Title

Records Technician


Administrative Support Coordinator II         




University Police


University Police

Salary Range

Classification Range $3,681 - $6,034 per month

(Hiring range depending on qualifications, not anticipated to exceed $3,681 - $4,269 per month)

Appointment Type


Time Base

Full Time

Work Schedule

Monday – Friday, 8:00 AM – 5:00 PM

About CSUF

Standing on 241 acres at the heart of Southern California, the university was founded in 1957 and has grown into a population of over 39,000 students. As Titans, we believe that diverse perspectives deepen our understanding. We are committed to giving students the support they need to graduate, while responding to California’s revolving work force needs. At California State University, Fullerton we strive for continual improvement of students, staff, faculty and administrators through orientations, training programs and professional development opportunities. As part of the Titan Community, you have access to many campus facilities and services including but not limited to the Grand Central Art Center in Santa Ana, Fullerton Arboretum, cultural events and performances in the Clayes Performing Arts Center, Cal State Fullerton Athletics sports events, Titan Recreation Center, and the Employee Wellness Program.

Job Summary

It is an exciting time to join Cal State Fullerton as we are an in demand comprehensive University that is driven to shape the future of education and foster a vibrant community of diverse students, faculty, staff and administrators who uphold values of inclusive excellence, free speech, and an environment free from discrimination. We are continuously seeking individuals from a variety of career disciplines that share in the University’s mission and core values. We warmly welcome you to consider joining the Titan Community where minds expand and opportunities flourish.

About the Position: 

The University Police department is dedicated to ensuring the University Community's right to a crime free environment through exemplary and professional service. We are seeking an exceptional individual to join our team as the Records Technician (Administrative Support Coordinator II). The ideal candidate in this role should have a positive attitude and an active, energetic mind that is characterized by highly ethical practices and a commitment to diversity, openness, flexibility, integrity, and kindness.

Under the general supervision of the Police Records/Property and Evidence Supervisor, works independently on specialized operational protocols and responsibilities within the Police Records Bureau and the Property and Evidence divisions within the police department. Applies a wide range of administrative, technical, and analytical duties related to the day-to-day function of the department. Adequate performance at this level requires thorough knowledge of police department records, policies, and procedures. Applies a wide range of administrative, technical, and analytical duties related to the police department training and professional development program.

Works in support of the department organizational unit under the general supervision of the Records/Property and Evidence Supervisor, police records preparation, processing, and file management activities to include maintaining the security of police records and ensuring that confidential information is released under California laws, Department of Justice (DOJ) regulations, campus, and department policies. Responsible for scrutinizing the processing and distribution of police reports to the office of the District Attorney (DA), Superior court, parole, probation departments, other law enforcement agencies, Title IX, Risk Management, Judicial Affairs, and other university departments, federal and government agencies. Interacts with campus community personnel, other law enforcement, federal and government agencies, and the public with complete confidentiality, diplomacy, and tact. Required to utilize, search, and update various specialized forms of law enforcement web-based applications; D.A.’s electronic direction for complaint, citation system, and California law enforcement portal to file, retrieve, and process criminal offense complaints, bookings, citations, and criminal and non-criminal reports. Establishes and maintains confidential juvenile and police report files. Responsible for processing and managing all court-ordered petitions to seal records by removing the arrest report information from all linking databases and notifying the arrestee, DOJ, and prosecuting agency. Prepares clearance letters, correspondence, departmental reports, forms, receipts, brochures, and technical documents. Oversees the university’s key control program's daily operations, electronic key requests, and key management software programs. Trains department employees on police records management software systems and software updates. Manages lost and found property and prepares items for auction. Leads the day-to-day development, training, and guidance for Police Records student worker personnel. Responds to California Public Records Act requests in compliance with state law. Maintains and update DOJ compliance testing records. This applies to members of the University Police Department per California Justice Information Services and the Department of Motor Vehicle Employer Pull Notice (EPN) for all university employees driving for the state. Responsible for live scan fingerprinting process. This includes the organization of live scan forms, the accuracy of the live scan portal entries, billing, and distribution of live scan clearances. Responsible for the maintenance and effective function of the public and criminal booking live scan fingerprinting machines. Trains personnel in proper live scan fingerprinting procedures; access live to scan computer applications to identify confidential information.  Ensures compliance with applicable regulations or requirements governing the Racial Identity Profiling Act (RIPA), California Incident-Based Reporting (CIBRS), and the Federal Clery Act reporting.

Essential Qualifications

High School diploma or the equivalent and five years of progressively responsible experience in general office, clerical or secretarial work or the equivalent.  Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures. Thorough mastery of English grammar, punctuation, and spelling. Expertise in using office software packages, technology, and systems. Ability to independently handle multiple work unit priorities and projects. Ability to independently interpret and apply policies and procedures and use judgment and discretion to act when precedents do not exist. Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area. Ability to understand problems from a broad perspective and anticipate the impact of office administration problems and solutions on other areas. Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.  Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference. Ability to effectively write and present own reports. Ability to effectively handle interpersonal interactions at all levels including highly sensitive interpersonal situations. Ability to use negotiation and persuasion skills to achieve results and expedite projects.

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSU will make a conditional offer of employment, 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 conditionally offered the position. Must pass a law enforcement background check.

Preferred Qualifications

Bachelor's Degree from an accredited four-year university. Working knowledge of general practices, programs, and administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of police records policies and procedures. Ability to organize and plan work and projects, including handling multiple priorities; make independent decisions and exercise sound judgment; compile, write, and present reports.


Valid California Driver's License.

P.O.S.T. Police Records Clerk certificate.

Special Working Conditions

Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator

Ability to lift, drag, push and carry a minimum of 25 lbs.

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities.

Work requires viewing of computer screens, video, and photo data for extended periods.

Additional Information

California State University, Fullerton celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators and faculty thrive. Individuals interested in advancing the University’s strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

The person holding this position is considered a limited mandated reporter under the California Child Abuse and Neglect Reporting act and is required to comply with the requirement set forth in CSU Executive Order 1083, revised July 21, 2017.

This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.

Multiple positions may be hired from this recruitment based on the strength of the applicant pool.
If you are applying for a staff position, please note that you are not eligible to work concurrently in a staff position and an Academic Student position such as Graduate Assistant, Teaching Associate, Instructional Student Assistant or a Student Assistant position.
Regular attendance is considered an essential job function.

Employee/applicant who submits an application for a position may be required to successfully complete job related performance test(s) as part of the selection process.

Online application/resume must be received by electronic submission on the final filing date by 9:00 PM (Pacific Standard Time)/midnight (Eastern Standard Time). Applicants who fail to complete all sections of the online application form will be disqualified from consideration. 
California State University, Fullerton is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@fullerton.edu 

Hiring Preference

On-Campus CSUEU Employees

Advertised: Pacific Standard Time
Applications close: Pacific Standard Time

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