Public Safety Communications/Records Coordinator
Title: Public Safety Communications/Records Coordinator
Exempt Status: Non-exempt
Nature and Scope of Work
Under the general direction of the Director of Public Safety, performs duties which promote the safety and well-being of the college community. Coordinates the operation of the department’s communication center and records unit. Primary accountabilities include developing and implementing standard communications and records operating procedures; planning, training, directing and reviewing the work of the Public Safety Communications Officers; planning and implementing communications coordination with outside agency emergency services; coordinating use of law enforcement computer systems; and providing overall department administrative assistance. Employs excellent communication skills to communicate with a variety of college staff, students, the public and external agency representatives. Work situations require good judgment, consideration and interpretation of circumstances or information to choose the most effective response. Incumbent is expected to work with minimum guidance or direction.
- Develops and implements procedures and practices which guide the daily operation of the Public Safety Communications Center; and which ensure the effective and efficient delivery of public safety communications services to the college community. Develops and implements operating procedures which maximize effective dispatch and coordination of the Department of Public Safety and local emergency responders.
- Plans and coordinates the daily work of Communications Officers. Maintains and implements work schedules. Resolves communication center problems as they arise or determines to whom a problem should be referred. Communicates information from other offices within the department and ensures policies and procedures are adhered to. Writes officer performance evaluations for review and approval by the Director.
- Assesses training needs of Communications Officers and facilitates on-going in-service training to ensure maximum effectiveness of communications personnel. Coordinates required training and certification of Communications Officers with the Board on Public Safety Standards and Training (BPSST) and other like agencies. Assesses new communication techniques and provides training regarding changes. Develops and implements a training and evaluation program for new Communications Officers.
- Serves as the department’s representative responsible for the use of confidential law enforcement communications systems including the State of Oregon Law Enforcement Data System (LEDS), National Crime Information Center (NCIC), Portland Police Data System (PPDS), and Department of Motor Vehicle (DMV) information system.
- Researches, plans, and makes recommendations for the acquisition of all communications equipment (e.g., base radio systems, operating frequencies, repeaters and amplifiers, multi-channel recording devices, etc.). Coordinates purchase, installation and maintenance of communications equipment.
- Develops and implements procedures and practices which guide the daily operation of the department’s record unit. Coordinates the recordkeeping responsibilities under the Uniform Crime Report statistical reporting as required by the Federal Bureau of Investigation, State of Oregon and Campus Crime Act-Student Right to Know of 1990. Acts as a liaison with select local law enforcement agency records departments to ensure proper records procedures and guidelines are implemented and maintained.
- Coordinates departmental efforts to track sex offenders under the Campus Sex Crimes Prevention Act of 2000. Responsible for the sex offender reporting unit; tracking sex offenders and ensuring compliance.
- Coordinates departmental practices involving potential Title IX incidents on campus. Reviews daily incidents and if warranted adds them to the student conduct database. Enters new incidents into database and sends them to appropriate parties, including the Title IX Coordinator and Student Conduct Retention Coordinator.
- Represents the department on emergency communications advisory committees. Serves as liaison with the Portland Police Bureau, City of Portland’s Bureau of Emergency Communications, Washington County Sheriff’s Department, and Washington County Consolidated Communications Agency regarding matters which include courtesy reports, shared data systems and committee work.
- Assists the Director in the planning and preparation of the budget for the department. Accesses all financial files using appropriate computer applications (Banner). Makes recommendations based on current and perceived expenditures. Inputs budget changes into Banner.
- Researches and processes all invoices for the department. Writes and authorizes purchase requisitions for payment of invoices within established parameters. Annually reviews blanket purchase orders for the next fiscal year. Facilitates payment of imprest cash for employees.
- Inputs/retrieves information from college mainframe and/or PC and the Law Enforcement Data System (LEDS) computer. Creates/maintains data bases. Develops and implements procedures and practices for the use of the ARMS computer aided dispatch system. Inputs and retrieves data into ARMS.
- Reviews, troubleshoots, processes and maintains department employee related documentation including new hire paperwork, job authorization forms and time reports. Completes employee background investigations. Coordinates employment of casual employees such as maintaining work schedules, tracking hours worked and developing leads for new employees.
- Frequently writes correspondence for the department which usually involves a certain degree of research. These letters include subject matter including but not limited to: driving complaints on college property, illegal garbage dumping on college property, authorization letters to vendors regarding signature authority, etc. Responds to letters requesting background checks on former employees of the department.
- Assists in the coordination of emergency preparedness planning and services for the department including weather related issues, and planning for auxiliary sites for the communications operation in the event of a disaster or hazardous condition.
- Maintains supplies for campus public safety offices including researching the best prices and locations for purchase of items. Develops, implements, distributes and maintains appropriate logs and forms for required department activity records as needed. Maintains inventory of all equipment and equipment maintenance records.
- Performs all duties assigned to Communications Officers as required; operates communications equipment; dispatches personnel to a wide variety of calls.
- Maintains current knowledge of public safety methods and practices, communications policies and procedures, and emergency dispatch operations.
- Performs other related duties as assigned.
Work Environment and Physical Requirements
While primary duty hours are day shift, must be able to work rotating shifts and days off as necessary, with routine overtime requirements and some early and/or late hours. Position requires that incumbents do not possess significant speech or hearing impairments. Must have the ability to lift a maximum of 40 pounds.
Associate’s degree or equivalent level of college course work is required in criminal justice or related area. Experience performing the duties of the job may substitute for the degree or college course work on a year-for-year basis. Three years of experience in public safety communications or related field.
Must have completed, or be able to complete within one year of employment, a certified dispatcher’s course administered by the DPSST, Associated Public Safety Communications Officers (APCO), or other accredited institution. Must be able to obtain certification in medical dispatch within one year of employment. Must be able to obtain within three months of employment certification in LEDS/NCIC computer operation. Must be able to meet minimum training and certification standards established by the department and the DPSST, and complete the department’s communications training program within one year of appointment.
Must be able to pass both a personal and criminal history background investigation. Must not have been convicted of a felony crime or any crime for which a maximum term of imprisonment of more than one year may be imposed. Must not have been convicted of any law violations involving the unlawful use, possession, delivery, or manufacture of a controlled substance, narcotic, or dangerous drug.
Knowledge, Skills and Abilities:
- Methods and procedures of various operating and communications systems;
- Federal, State, and local laws and regulations
- Basic computer and keyboarding;
- Interpreting and applying state and federal laws and regulations.
- Communicate verbally and written in a clear and effective manner;
- Effectively lead others;
- Handle multiple activities simultaneously while maintaining attention to detail;
- Remain calm and objective;
- Independently analyze situations and quickly identity appropriate action;
- Provide effective customer service;
- Work effectively with an ethnically and culturally diverse staff and student population.