Title: Dispatcher/Records (Substitute)

Job Category: NBU

Job Opening Date: April 18, 2024

Job Closing Date: June 30, 2024

Locations: Irvine Valley College

Department:

Pay Grade, for more information click on this link: 

https://www.socccd.edu/departments/human-resources/contracts-and-salary-schedules

Pay Type: Hourly

Hours Per Week: 0

Job Description:

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under general supervision from the Chief of Police or designee, performs radio dispatch for police, parking services, and other public safety personnel; dispatches police units and communicates with other emergency service agencies as appropriate in support of the police department at an assigned campus; performs a wide variety of specialized clerical duties involved in the preparation, retention, maintenance, distribution, and release of criminal records and materials related to public safety activities in accordance with the California Law Enforcement Telecommunication Systems (CLETS); manages and coordinates service, training, and maintenance of the Live Scan fingerprint system; and provides a variety of information and assistance to students, faculty, staff, and the general public relative to assigned area of responsibility in person and over the telephone.

DISTINGUISHING CHARACTERISTICS

Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Incumbent is expected to complete both Dispatch and Records training through POST and maintain current knowledge by attending regular POST continued training. Regular ongoing duties include performing the full range of Dispatcher duties and, in addition, specialized functions related to the computerized and non-computerized law enforcement records management systems including preparation, retention, maintenance, distribution, and release of criminal records and materials related to public safety activities in accordance with the California Law Enforcement Telecommunication Systems (CLETS).

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbent may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Receive emergency and non-emergency telephone calls for service from the campus community, general public, law enforcement, and field personnel; determine nature, priority, and location of emergencies; dispatch campus police and other emergency responders as necessary.
• Operate police radio communications systems to transmit and receive a variety of messages and calls for service while dispatching personnel and equipment according to standard operating procedures or personnel requests.
• Operate a variety of computer-based software systems including CAD, records management system, and California Law Enforcement Telecommunications System (CLETS); operate CLETS to enter, modify, and retrieve data associated and connected with law enforcement records and criminal history databases; serve as primary or alternate Agency CLETS Coordinator (ACC) on matters pertaining to the use of CLETS.
• Correspond in person, in writing, or by phone when a request for records is received; respond to subpoena duces tecums for department records; consult with the City Attorney, District Attorney’s Office, and Department of Justice as needed.
• Research Public Records Act laws relating to criminal records and case law to determine authority to release or deny request for records; appear in court on behalf of the department as required; interpret and apply various state laws regulating the control and release of criminal records.
• Monitor campus fire alarms, intrusion alarms, and panic alarms and dispatch appropriate personnel as needed.
• Operate network systems related to the college access control and CCTV systems and security objects; perform backup procedures; import/export cardholder records; generate reports.
• Answer maintenance service emergencies during evenings, weekends, and holidays; contact appropriate maintenance staff after hours as necessary.
• Perform general clerical duties; type, word process, and proofread a variety of documents and forms including general correspondence, reports, and memoranda from rough draft, recordings, or verbal instruction; compile information and data for statistical reports; enter information into computer system; access student information as requested/necessary.
• Maintain accurate and up-to-date public safety files, records, and logs; develop and monitor various logs, accounts, and files for current and accurate information to establish and maintain daily log of all calls and field units dispatched; verify accuracy of information, researching discrepancies and recording information; file police reports and other documents; organize and maintain filing systems to maintain records and reports in a safe/secure filing system for permanent record keeping; process requests for records and subpoenas; perform annual Clery Act reporting.
• Process criminal identification and evidence.
• Serve as receptionist for assigned area; receive office visitors and telephone calls; provide material and information in response to requests for information related to assigned area of responsibility; route calls to appropriate personnel and convey telephone messages; refer callers to appropriate staff for further assistance as needed.
• Provide information and reports to Police Officers including daily and weekend reports with information regarding weekend classes and events on campus.
• Operate office equipment including computer, typewriter, calculator, copier, and facsimile machine; utilize various computer applications and software packages; maintain and generate reports from a database or network system.
• Provide support for front counter and other general office operations; maintain office supplies and inventories; order, receive, and maintain office supplies and equipment; prepare and deliver requisitions, purchase orders, and work order forms.
• Assist the Chief of Police with the development, evaluation, and testing of emergency and disaster operating procedures in conjunction with other departments of the District and other agencies.
• Provide Live Scan fingerprinting service.

Perform related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Technical aspects of field of specialty.
• Principles and procedures of public safety dispatching including operation of computer aided dispatch software applications.
• Emergency procedures and proper radio communication procedures and rules.
• Operations, services, and activities of a law enforcement records management program.
• CLETS/NCIC.
• Principles and practices of police records retention and disposition.
• Principles and practices of Uniform Crime Reporting.
• Pertinent federal, state, and local codes, laws, and regulations including applicable laws governing the retention and dissemination of police reports and records.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Basic principles of business letter writing and basic report preparation.
• Principles and practices used to establish and maintain files and information retrieval systems
• Principles, practices, and procedures of basic fiscal, statistical, and administrative record keeping.
• Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
• Interpersonal skills using tact, patience and courtesy.
• Basic mathematical concepts.
• Work organization principles and practices.
• English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

• Read passages and listen to orally-imparted information and retrieve facts, draw conclusions, and derive meaning.
• Use language to convey information clearly in writing.
• Apply general rules to specific problems to attain logical answers.
• Correctly follow a given rule or set of rules to arrange things or actions in a certain order.
• Mentally store and retrieve facts, details, and other information
• Quickly and accurately compare letters and numbers presented orally on a form; shift back and forth between two or more sources of information, both written and orally-imparted, in performing a set of tasks.
• Learn and understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.
• Learn, understand, interpret, and apply policies and procedures according to the Rules and Regulations Manual.
• Learn geographic features and streets of the campus.
• Perform a variety of office support and clerical duties and activities of a general and specialized nature for assigned campus police office.
• Interpret changes in Federal Communications Commission rules and regulations.
• Understand, interpret, and apply general radio dispatch, police records, administrative, and office policies and procedures.
• Interpret and apply various state laws regulating the control and release of criminal records.
• Interpret changes in policies, codes, regulations, and laws governing communications, use and confidentiality of police records, and property and evidence control.
• Manage the retention and distribution of criminal reports.
• Receive and appropriately respond to calls for emergency service.
• Effectively communicate with and elicit information from, upset and irate callers.
• Operate radio communications equipment to dispatch, support, and maintain contact with campus police officers and other field personnel.
• Respond appropriately to the needs, requests, and inquiries from students, staff, faculty, or the public; effectively present information in person, on the telephone, or via radio.
• Remain calm and efficient in emergency situations.
• Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records and reports.
• Use sound judgment in recognizing scope of authority.
• Type or enter data at a speed necessary for successful job performance.
• Compile and organize data and information.
• Maintain filing systems.
• Exercise good judgment in maintaining information, records, and reports.
• Plan and organize work to meet schedules and changing deadlines.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Adapt to changing technologies and learn functionality of new equipment and systems.
• Perform customer and community service with a calm professional demeanor while under stress.
• Accurately evaluate information and situations, and make appropriate decision in routine, non-routine, and emergency situations.
• Read maps and floor plans to provide directions to officers in the field.
• Accurately interpret written policies, follow oral and written instructions, and transfer information.
• Provide clear and concise verbal directions quickly and accurately.
• Present and summarize information in a variety of written formats, using clear and concise language.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Work with and exhibit sensitivity to, and understanding of, the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to the completion of the twelfth grade supplemented by specialized course work related to assignment. College level course work in criminal justice, records management, or other related program area is desirable.

Experience:

Two years of general clerical experience involving extensive public contact including some prior experience in a dispatch center, parking and traffic control, radio communications, or in public relations.

LICENSE OR CERTIFICATE

A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.

Completion of a POST Dispatcher course within one year of employment.

Completion of POST Records course within one year of employment.

Must satisfactorily complete on-going Continuing Professional Training requirements set by POST.

Ability to obtain current First Aid and CPR certification.

TESTING AND BACKGROUND CHECK

Must pass the POST Entry-Level Dispatcher Selection Test Battery (written exam) or alternative job-related tests of these abilities.

Must submit to a thorough background investigation pursuant to standards established by the Commission for POST.

Must undergo a medical examination as required by the Commission for POST.

Oral Communication Assessment (Commission Regulation 1958)

Verbal, Reasoning, Memory, and Perceptual Abilities Assessment (Commission Regulation 1957)

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment:

Work is performed primarily in a campus police office setting. Duties are typically performed at a desk or computer terminal, subject to noise from office equipment operation, frequent interruptions and contact in person and on the telephone with students, staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical:

Primary functions require sufficient physical ability and mobility to work in an office setting; to sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and may occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Additional Information:

$26.78/hr

Up to 25 hours per week

Schedule TBD

On-site only

This position is a short-term, temporary, hourly, Non-Bargaining Unit (NBU) assignment, not to exceed 160 days per fiscal year (July 1-June 30). The assignment is on an as needed basis, and may be shortened or extended at any time, due to departmental needs, with little to no notice. This recruitment will remain open until filled or withdrawn. Once you have submitted an application electronically, the current status of your application will be available to view at any time upon signing in under your personal username and password. Please do not call the Human Resources Office regarding the status of your application.

Employment with the South Orange County Community College District is contingent upon successful completion of the Human Resources pre-employment (“onboarding”) process. The Human Resources onboarding process may include, but is not limited to, successful completion of Live Scan fingerprinting (approx.. $70), I-9 completion, background checks, reference checks, TB testing, as well as completion of the online onboarding process. Failure to successfully complete any portion of the onboarding process will invalidate any conditional job offer received. Falsification of, or omission on, any SOCCCD pre-employment information may result in withdrawal of any conditional job offer or termination of employment. Short term, non-bargaining unit (NBU) positions may only be used on an intermittent/seasonal basis. Ed. Code sect. 88003 states "Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis.”

The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.  Documentation according to USCIS I-9 guidelines (i.e. ID card and Social Security card) must be presented at the time of hire. Per IRS regulations, a Social Security card must be presented at the time of hire.

Inclusion, Diversity, and Equity: 

The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. 

Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.

Disability Accommodations:  If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu.

NBU at-will employment: After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the District. NBU employment is at-will, and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.

Worksite: NBU employees are limited to working in a single position in one department/site

Work schedules: Department/Division managers, administrators, and/or supervisors shall determine the work schedule of NBU employees to include the number of days and hours worked per week and the start and stop times.

160-day restriction: NBU employees will not work more than 160 days (in any combination of NBU positions) no matter how many hours per day they work.

Payroll reporting period: The payroll reporting period is from the 15th of the first month to the 14th of the next month.  NBU employees are paid on the 10th of the following month. Ex: Pay Period 01/15/23 through 02/14/23 will be paid on March 10th.

California Sick leave: NBU employees are eligible for California Sick leave per AB1522.  Information regarding AB1522 is provided to all NBU new hires during the onboarding process.

Retirement information: NBU employees may not work more than 960 hours from July 1st-June 30th. NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees’ Retirement System (CalPERS), through payroll deduction of about 7-9%. The District does not intend to employ NBU employees for more than 1,000 hours during any fiscal year.

Sexual Harassment/Discrimination: The District is committed to providing an environment that respects the dignity of individuals and groups; is free of sexual harassment, exploitation, intimidation, violence, and other unlawful discrimination, preferential treatment, and harassment, including that which is based on any legally protected characteristic. 

Equal Employment Opportunity: It is the intent of the Board to establish and maintain within the District and all of its programs and activities a policy of equal opportunity in employment for all persons, and to prohibit discrimination, preferential treatment, or harassment based on sex, age, gender identity, gender expression, race, color, ethnic group identification, national origin, ancestry, religion, mental or physical disability, medical condition, genetic information, pregnancy, marital status or sexual orientation or because an individual is perceived as having one or more of the above characteristics.

Confidentiality: Confidentiality of student and staff information is protected under federal law. Any information regarding students or staff that might be accessed in the course of a work assignment through a computer, student file, or other documentation, is to be used strictly to perform my job duties and may only be shared with those who are authorized to have such information.

Mandated reporter: Child Abuse and Neglect Reporting: The South Orange County Community College District recognizes the responsibility of its staff to report to the appropriate agency when there is a reasonable suspicion that an abuse or neglect of a child may have occurred.

Elder and Dependent Adult Abuse Reporting: It is the policy of the South Orange County Community College District to treat reports of violence against elderly persons or dependent adults as high priority criminal activity that is to be fully investigated regardless of the relationship between the victim and the suspect(s).

Campus Crime and Safety Awareness: Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu.  Paper copies are available in Human Resources upon request.

Drug-Free Environment:  The District shall be free from all unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in all facilities under the control and use of the District. Any student or employee who violates this policy will be subject to disciplinary action, consistent with local, state, or federal law, which may include the referral to an appropriate rehabilitation program, suspension, demotion, expulsion, or dismissal.

Smoke Free District: It is the intent of the South Orange County Community College District to maintain an educational and workplace environment that is conductive to the health and safety of our students and employees. Realizing the health hazards posed by smoking and by second-hand smoke, it is policy of the South Orange County Community College District to maintain a smoke free environment for all district sites.

SPECIAL COVID-19 NOTICE:

Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD.

The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. More information can be found on our District website by visiting https://www.socccd.edu/communications/covid-19-information.

NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:

The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. SOCCCD will not sponsor any visa applications.

DISABILITY ACCOMMODATIONS:

If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu.

CAMPUS CRIME AND SAFETY AWARENESS:

Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources (DHR) office upon request.

PLEASE NOTE:

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

• EEO/AA Policy

  DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY:

  The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.

  Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.

  SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER