Police Records Coordinator

Montana State University; Virginia (MN); On-site; USD 10,000 - 60,000; Full time

Job summary

Join the Montana State University Police Department as a Police Records Coordinator. This role involves managing and processing critical police information and records, providing vital administrative support to enhance public safety on campus. Ideal candidates are detail-oriented, organized, and proficient in handling confidential information.

Qualifications

• Two or more years of administrative or program coordination experience.
• Experience working with confidential information and data security.
• Proficient with Microsoft Office Suite.

Responsibilities

• Monitors and processes alcohol event requests.
• Maintains and updates the Daily Crime Log.
• Processes records requests with necessary reviews.

Skills

Organizational skills

Attention to detail

Customer service orientation

Education

Associate's or Bachelor’s degree in criminal justice, public administration, or a related field

Tools

Microsoft Office Suite

Job description

For questions regarding this position, please contact:

Join the Montana State University Police Department as a Police Records Coordinator and play a key role in maintaining, processing, and coordinating critical police information and records. This position offers diverse responsibilities including records management, crime reporting, and administrative support. Ideal for detail-oriented individuals with strong organizational skills who want to support public safety in a university setting.

Position Number

Position Number 4M0415

Department

Department University Police

Division

Division Administration

Appointment Type

Appointment Type Classified

Contract Term

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA

FLSA Non-Exempt

Union Affiliation

Union Affiliation FOCUS-MFPE

FTE

FTE 1.0

Benefits Eligible

Salary Salary range of $21.99 to $25.61 per hour, commensurate with experience, education, and qualifications.

Contract Type

If other, please specify

Recruitment Type

Recruitment Type Open

General Statement

The Montana State University Police Department provides comprehensive law enforcement services to ensure the safety and security of the campus community. As part of our team, the Police Records Coordinator contributes to the integrity and effectiveness of department operations through vital administrative and records-related support.

Duties and Responsibilities

• Monitors and processes alcohol event requests
• Enters law enforcement bulletins in our law enforcement RMS
• Validates Invoices from Gallatin County Detention Center
• Non-Emergency Public Safety Phone Line (primary coverage responsibility)
• Provides support to Community Outreach for Special Events and Games
• Assists in onboarding new personnel (access to databases, creates ID cards, etc.)
• Processes and tracks internal student applicant backgrounds
• Processes records request by conducting a review of the documents, redaction, and presents to the Accreditation/Information Manager for release approval
• Maintains and updates the Daily Crime Log
• Adds reported Clery crimes to database for review, assists in reconciliation, transparency statistics, and binder compilations
• Maintains Sex and Violent Offender List on posts on the UPD website
• Manages and disseminates the campus trespass roster
• Processes Court Dismissal Orders (criminal record seals and expungements)
• Performs duties of the Alternative Terminal Agency Coordinator ( TAC ) for UPD’s Criminal Justice Information Network ( CJIN ) terminal
• Webmasters for Police, Parking, and Emergency Management
• Operates weapons storage facility
• Staffs front counter
• Processes payment for services at point of sale

Required Qualifications – Experience, Education, Knowledge & Skills

• Two or more years of administrative or program coordination experience.
• Experience working with confidential information and data security.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Demonstrated ability to manage multiple tasks with accuracy and attention to detail.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Experience working in a law enforcement, legal, or public safety environment.
• Experience with records management systems (e.g., Central Square or similar).
• Knowledge of the Clery Act and associated reporting requirements.
• Associate’s or Bachelor’s degree in criminal justice, public administration, or a related field.
• Experience with website content management and editing.

The Successful Candidate Will

• Strong organizational and multitasking skills.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and ability to work with diverse groups.
• Customer-service oriented with a professional demeanor.
• Ability to adapt to changing priorities and technologies.

Position Special Requirements/Additional Information

• May require occasional evening or weekend hours for special events.
• Must pass a background check due to the sensitive nature of police records.
• Must be eligible to handle and process criminal justice information.

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

• Must be able to remain in a stationary position for extended periods and work at a computer.
• Occasionally may transport or move up to 25 pounds.
• May be exposed to emotional or sensitive materials.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties?

This position has supervisory duties? No

Number of Vacancies

Number of Vacancies 1

Desired Start Date

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on June 18, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

EEO Statement

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.

Required Documents

Resume

Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).