Police Records Coordinator

Position Details

Position Information

Announcement Number STAFF - VA - 27122 For questions regarding this position, please contact:

Kristine Mashaw

(406) 994-5428

kristine.mashaw@montana.edu

Classification Title Program Coord II Working Title Police Records Coordinator Brief Position Overview

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 4M0415 Department University Police Division Administration Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary Starting at $24.00 per hour, commensurate with experience, education, and qualifications. Contract Type Classified Salary If other, please specify Recruitment Type Open

Position Details

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
• Provides fingerprinting services
• 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? No

Posting Detail Information

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 October 15 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

This position is not eligible for new sponsorship

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.

Applicant Documents

Required Documents

• Resume
• Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).