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Records & Evidence Specialist

Apply now Job no: 528378
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Classification:  Administrative Support Coordinator II
Hours:  Full-time / 40 hours per week 
FLSA:  Non-exempt 

Anticipated Hiring Salary Range:  $3,902 to $5,024 per month
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date:  June 8, 2023
Recruitment Status:  Open Until Filled


Powered by an inspiring Founding Vision StatementCalifornia State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives with a focus on student success and engagement through experiential learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. With a vibrant, diverse student body of over 7,400 students. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI).

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff. 


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, and provides Clery Compliance with police report information, posts Daily Crime Log.
  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.  Document and process lost and found property.
  4. Coordinates the control of arrest warrant processing.  Processes arrest warrants, subpoenas, and body worn camera and vehicle video, and court orders. 
  5. Complete California Law Enforcement Telecommunications 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. 
  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.


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.


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.


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.


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 CSUMB's Vision


  • All offers of employment to external/non-CSU employees are contingent upon completing a thorough public safety background check (including a criminal records check and LiveScan). Offers of employment to internal candidates are contingent upon the successful completion of a thorough background check in accordance with CSU policy.
  • 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 University’s 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 Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • This position is designated as a Campus Security Authority (CSA).  The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107.


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. 

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.  


CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit Employee Benefits Summary. As a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.


For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. 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 Human Resources at (831) 582-3389 or All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and 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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