Telecommunicator/Office Specialist-Security Services

Central Texas College; Killeen (TX); On-site; USD 40,000 - 52,000; Full time

Job summary

Central Texas College in Killeen, TX is seeking an experienced administrative professional to support the campus police department. The role handles data entry, records, 911 dispatch assistance, and open records requests, requiring meticulous organization and discretion.

Responsibilities include maintaining logs, coordinating with officers, handling confidential documents under FERPA/Clery, and providing courteous public service while prioritizing emergency calls and campus safety.

Qualifications

• Associates Degree from an accredited institution with five years clerical experience.
• Tell-communicator certification through TCOLE or ability to obtain within one year.
• Experience handling legal correspondence and law enforcement sensitive documents preferred.

Responsibilities

• Process 911 and campus police dispatch calls with accuracy and timeliness.
• Maintain dispatch log, statistics, and daily incident records.
• Provide office liaison support to Chief of Police and Security Services.
• Coordinate Open Records requests and manage vehicle/parking records.
• Handle confidential information under FERPA, CLERY, Open records policies.
• Assist in training and daily operations related to police dispatch and campus safety.

Skills

Microsoft Office

MS Word

MS Excel

MS Outlook

Communication skills

Data entry

Confidentiality

Public interaction

Grammar and punctuation

Education

Associates Degree

Tools

Colleague system

Job description

This job performs advanced administrative work of considerable stress and difficulty and includes data entry, filing, categorizing records. Provides dispatch services to police officers including 911 emergency calls and general calls for police assistance. Must be able tot prioritize calls for assistance in order of seriousness. Ability to compile accurate police activity statistics on a monthly and quarterly basis. Serves as the office liaison for the campus police in receiving visitors and providing campus information as needed including referring incidents and/or complaints to the proper campus administrator. Must have excellent customer service, telephone PBX call taking and dispatching skills.

Associates Degree from a nationally, regionally or identified at the state level accredited institution of higher education with five years clerical experience required.

Tell-communicator certification through Texas Commission on Law Enforcement (TCOLE); or have the ability to obtain certification within one year of appointment.

Education, training and experience in handling legal correspondence and law enforcement sensitive documents is preferred.

• Proficient with Microsoft Office software, MS Word, Excel and Outlook.
• Proficiency in knowledge and use of Colleague system for placing holds and locating students and student schedules.
• Demonstrated written and oral communication.
• Demonstrated fundamental grammar, punctuation, spelling and sentence structure. Demonstrated data entry and word processing skills with a high degree of accuracy.
• Ability to interact effectively with the public and with all levels of employees either in person or telephonically.
• Ability to maintain confidentiality of all departmental information. Proficient in knowledge of FERPA, CLERY, Open records,ADA, and/or other law enforcement or safety related topics and issues.
• Must be able to compile statistics for campus use. Must have the ability to act independently and function in a fast paced multi-tasking environment when faced with stressful situations or police fire and/orEMS incidents and emergencies; prioritizing emergency calls by level of seriousness.
• Maintains and accurate dispatch log, subject to the opens records act.
• Has knowledge of Police radio terminology including the use of Police 10 codes.
• Has knowledge of campus geography, street and building locations, building rooms and layout for ease of dispatching emergency personnel.
• Knowledge of procedures for investigating and referring complaints.
• Ability to relay instructions or questions accurately and clearly.
• Ability to communicate clear instructions and guidance to callers in emergencies.
• Ability to comprehend, interpret and evaluate relevant information from carious source materials.
• Ability to read and discern visual images on a variety of media and law enforcement sensitive data.
• Ability to organize assigned communications and develop appropriate work methods in accordance with established procedures.
• Ability to handle stressful situations pertaining to crisis situations including natural disasters, deceased persons, officer involved shootings, etc.
• Provides general administrative support to the Chief of Police, Security Services to include; answering telephone calls, assisting visitors, word processing, filing, copying, faxing, processing mail, scheduling meetings, ordering equipment and supplies, preparing and updating reports and statistics, lists, surveys and publications.
• SupportsCTCD and Police Department policies, procedures, programs and practices.
• Received and dispatches campus police to all 911 emergencies and other nonemergency assistance calls on campus, in an expeditious manner.
• Coordinates and processes Open Records requests from the public.
• Enters vehicle registration, traffic and parking citations, and key control data into several computer databases.
• Maintains accurate reserved parking records and monitors reserve-parking assignments; also submits invoices for payment each year.
• Maintains files of department expenditures and other budgeted items for purchases made.
• Processes staff clearance forms for collection ofCTC keys and unpaid parking fines.
• Issues newly assigned keys to employees/students and contractor’ maintains spreadsheet of issued keys and ensures key promissory notes are processed and filed; receives keys no longer needed and removes returned keys from promissory agreement spreadsheet.
• Maintains vehicle crash report files and distributes them to the Department of Transportation Office in Austin, TX.
• Maintains parking citation and traffic citation records and issues pay slips for fines to be paid in the Business Office; places and removes police department holds (PDOH) for unpaid campus fines.
• Monitors fire alarm panel for alarms or troubles’ notifies appropriate facilities mechanic on all new trouble codes.
• Supports and assists with fire alarm, exterior array speaker system, and building emergency alert systems testing.
• Monitors DNA Fusion access control panel and assigns or deactivates access forCTC personnel as needed.
• Set or change schedules weekly inDNA Fusion access control system per assigned class schedules and locations.
• Submits facilities work orders for police department staff when necessary.
• Maintains and facilitates communication with responding units by receiving and relaying information, including confidential information, to authorized emergency personnel.
• Maintains a constant update on the status of emergency units in the field.
• Maintains the official department daily log as required underCLERY; and maintains a daily dispatch log of all incoming and outgoing communications and calls for service.
• Activates campus emergency alert systems indicating building lockdown or evacuation.
• Assists with lockdown and evacuation drills with Risk Management.
• Assists in the training of new hire employees on the issuance and use of different campus parking permits, assignment of keys and promissory agreements; desktop monitoring of access control systems and fire alarm panel.
• Other duties as assigned

NOTE: Management reserves the right to change the above duties and responsibilities at any time.