Records Front Desk Technician

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.  For more information please refer to our website:  https://police.colostate.edu/

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 include, but are not limited to:

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:

• The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:
• 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)

Applications will not be considered if:

The Work Experience section is blank or lists “see resume.”

Job duties are missing for any listed position.

Month/Year employment dates are not included.

Notes

Appointment to the vacancy or vacancies represented by this announcement is expected to be made from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid, articulated business reason.

The selection process for State Classified positions may include exam(s) and/or interview(s) that require candidates to appear in person , at the candidate’s own expense.

Pertinent updates to your application status can be obtained by logging into your candidate account .

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

Current CSU employees should apply through the Jobs Hub in their Workday account.

For Current or Former Employees of the State of Colorado:

Per the requirements of the Step Pay Program implemented on July 1, 2024 , any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range, based on completed years in their current class series as of June 30.

All current and former State employees must ensure that their entire work history within the State Classified System, including at Institutions of Higher Education, is included in the application so that time-in-series can be accurately calculated.

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: 303-866-5038. Phone: 303-866-3300.

The ten-day deadline and these appeal procedures also apply to all charges of discrimination.