Records Front Desk Technician

Colorado State University; United States; On-site; USD 44,000 - 58,000; Full time

Benefits offered by this job

Benefits package

Job summary

Colorado State University Police Department is seeking a Records Clerk to provide comprehensive administrative, technical, and records management support to the Records Coordinator. The role focuses on data entry, document retention, and ensuring compliance with FBI, NIBRS, and Clery standards.

You will handle routine customer inquiries, process police reports for release, and assist with records research while maintaining confidentiality per university policies.

Qualifications

• Three (3) years of relevant experience in a customer service role with a focus on attention to detail.
• A combination of related education and/or relevant experience equal to three (3) years.

Responsibilities

• Provide technical and professional support to the Records Coordinator with problem solving and policy creation.
• Assist Records Coordinator by updating procedures, forms, and ensuring records accuracy.
• Support data searches and compilations through computerized records management systems.
• Greet and assist clients, explain forms, sell police reports, and direct inquiries to appropriate departments.
• Perform data entry from official documents including citations.
• Input data into computerized records systems and code information for use.

Skills

Customer service

Attention to detail

Records management

Data entry

Education

Education/Experience equivalence

Tools

Records management systems

Job description

Job Description

The position is located Fort Collins, CO, working in the CSU Police Department. This position does not have formal supervisory authority. This full-time, nonexempt position will be supervised by Amy Kuehl.

Unit Statement

The Colorado State University Police Department is a full-service law enforcement organization. We are committed to working with all our stakeholders to maintain a safe environment which supports the academic mission of the University, and the health and wellness of the community. Our Department is comprised of law enforcement and civilian professionals who recognize the importance of a guardian-centric approach.

Position Summary

Provides comprehensive administrative, technical, and records management support to the Records Coordinator within the Police Department. Responsible for maintaining the accuracy, integrity, and confidentiality of official police records through data entry, records processing, document retention, and compliance with established policies, procedures, and legal requirements. Assists with records research, report processing, customer service, and public inquiries while ensuring timely access to police records and services. Reviews and codes police reports in accordance with FBI, NIBRS, and Clery reporting standards to ensure accurate crime statistics reporting and regulatory compliance. Utilizes sound judgment, attention to detail, and knowledge of university policies, state laws, and department procedures to support the operational goals of the Records and SEEN units. This position will be in person with core hours during Monday – Friday. This position will close at 11:59 p.m. on November 10, 2026.

Specific Duties

• Provide technical and professional support to the Records Coordinator with problem solving, creating and revising critical documents and policies, correspondence and other duties as necessary
• Assist the Records Coordinator by creating and revising procedures and forms, solving problems using policies and procedures, and keeping all official police records up to date
• Supports the Records Coordinator for data searches and compilations through computerized records management systems
• Supports the Records Coordinator for phone and face-to-face reception of clients, answering questions, advising people on completion of forms and documents, selling police reports, directing customers to correct departments, listening to complaints or concerns regarding production of police reports, using log sheets to track reports and ensure they are filed in a timely manner, collecting information from walk-in clients requesting non-emergency police response and communicating that information to Dispatch
• Responsible for data entry from official documents including Uniform Summons and Complaints (citations)
• This position is also responsible for inputting data into computerized records management systems and coding information into usable data formats
• Processes, scans, indexes, retrieves, files, and maintains paper and electronic records in accordance with records-retention schedules, confidentiality requirements, and department procedures
• This position is responsible for retention of numerous police documents including reports, tickets, field investigation cards, and warnings
• Supports the Records Coordinator for phone and face-to-face reception of clients, answering questions, advising people on completion of forms and documents, selling police reports, directing customers to correct departments, listening to complaints or concerns regarding production of police reports, using log sheets to track reports and ensure they are filed in a timely manner, collecting information from walk-in clients requesting non-emergency police response and communicating that information to Dispatch
• Other duties as assigned

Conditions of Employment

• Pre‑employment Criminal Background Check (required for new hires)
• Valid Driver's License

Minimum Qualifications

To be considered for this position, candidates must demonstrate in the application materials: Three (3) years of relevant experience in a customer service role with a focus on attention to detail. OR Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years. If using Education: *Please note, unofficial or official transcripts must be attached with this application.

Preferred Qualifications

• Experience working in a law enforcement, public safety, criminal justice, higher education, or government records environment
• Demonstrated experience maintaining confidential records and information in compliance with applicable policies, procedures, and legal requirements
• Proficiency in computerized records management systems, databases, and data entry applications, with a high degree of accuracy and attention to detail
• Knowledge of records retention, records management, document imaging, electronic filing systems, and information governance best practices
• Experience providing customer service in a fast‑paced environment, including responding to inquiries, explaining procedures, resolving concerns, and interacting with diverse stakeholders in person and by telephone
• Familiarity with crime reporting standards and law enforcement data coding practices, including National Incident-Based Reporting System (NIBRS), Clery Act, and Uniform Crime Reporting (UCR) requirements
• Demonstrated ability to interpret and apply policies, procedures, regulations, and guidelines; analyze information; solve problems independently; and communicate effectively through written correspondence, forms, and procedural documentation

Application Documents

• Resume
• Cover Letter
• Unofficial or Official Transcripts (required if utilizing education in place of experience, as outlined above)

Salary Range

$44,376 - $57,684

Salary is commensurate with relevant experience and/or education and will be determined in accordance with State Classified compensation policies.

Employee Benefits

• Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world‑class teaching, research, and service
• With a robust benefits package, collaborative atmosphere, and focus on work‑life balance, CSU is where you can thrive, grow, and make a lasting impact

Background Check Policy Statement

Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

EEO

Colorado State University (CSU) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Employment and Appeal Rights

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb. A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: [phone]. Phone: [phone]. The ten‑day deadline and these appeal procedures also apply to all charges of discrimination.