Position Title:Communications Officer
Reports To:Shift Supervisor
Purpose of Position
Provides department support for efficient operations and coordinates activities between department and external agencies and various contacts.
- Gives careful attention to radio traffic on the police radio, answers incoming phone calls (including calls for service as well as emergency calls), dispatches officers to calls which require an officer’s attention (such as motorist assists or emergency calls), and fills out cards which give all pertinent information for services, incidents, and offenses, while maintaining a handwritten radio log of all traffic transmitted on the police radio, as required by the Federal Communications commission.
- Relays information concerning police calls through, and coordinates actions with, external agencies concerning emergencies and vital information, such as accidents or shootings. Some of the agencies may include but are not limited to the Fire Department, Commerce Police Department, Hunt Count Sheriff’s Office, and Central Ambulance.
- Performs public relations and data entry: Issues parking permits and receives permits fees, enters related information on computer and updates records. Receives money from tickets charges and keeps related records per shift. Marks all paid tickets with receipt number and makes the appropriate update on the computer. Through the use of the Texas Motor Vehicles department, assists the office manager with determining owners of vehicles which have tickets but no permits. Creates and updates tags on persons with outstanding tickets, while verifying amount owed and tickets outstanding, and tracks outstanding ticket list in order to delete paid tags and update additional tags. Also, files all permits, tickets, receipts, motorist assist waivers, all dispatch call cards and ratio logs, and incident and offense reports which officers are dispatched.
- Monitors weather in Commerce for Severe Weather Alerts from weather bulletins received from the Commerce Police Department and the Weather Station for the University and surrounding area. Remains prepared to operate tornado siren in order to alert the community in the event tornadoes are seen. Also, follows established procedures for Severe Thunderstorm Warnings as set forth by the Emergency Operations Plan which was established by the Emergency Operations Committee.
- Monitors campus burglar alarms which informs the department of possible danger. Remains familiar with the Emergency Response Guidebook and is prepared to inform officers of instructions.
- Pages supervisors when they are on call to inform them of incidents and receive information on the proper handling of problems; as major crimes, personnel calling in sick leaving a shift short-handed, etc.
- Acts as an answering service for the counseling services (either Psychoeducational, Marriage and Family Guidance, hospitals, or Glen Oaks) after hours, weekends, and holidays, when students call for counseling and as emergency situations arise which require such action.
- Female dispatchers may be asked to pat-search female offenders, when no female officers are available.
- Assists officers in writing reports, typing reports and taking affidavits occasionally, when officers are busy with other calls. Looks up arrest records and offense information for legitimate background investigations for officers on calls. May serve as a witness for paperwork in criminal matters as well as witnessing the inventory of a prisoner’s personal effects.
- Pages housing personnel (i.e., maintenance, head residents, student managers, and house mothers) during weekends, evenings, or holidays of problems relating to housing. This includes students locked out and basic maintenance problems. Pages custodial services after 5 p.m. for minor maintenance problems within building. Takes calls for the maintenance department which handles maintenance on academic buildings and grounds. Relays information to maintenance for immediate action. Acts as a general paging service during the summer months for various groups, including summer band camps and other summer camps, YOU, and Upward Bound.
- Calls wrecker services for purpose of towing vehicle for either officers, or students. Relays location and directions of vehicle to be towed to and from wreckers providing the service.
- Monitors weekends, holidays, and vacations schedules received from the President’s Office or other offices in order to provide extra patrol during absence.
- Identifies authorized personnel in academic buildings by monitoring, organizing and updating building authorization letters. Monitors contractual workers (carpet layers, carpenters, exterminators) on campus after hours such as weekends, nights, holidays, vacations.
- Works with media by releasing Uniform Crime Report (UCR) information and referring reporters to investigator of supervisor in charge.
- Checks out departmental equipment (i.e., engraver, parking cones, etc.) to students, faculty, and staff for loan. Verifies that the proper paperwork is completed for inventory control tracking purposes.
- Checks in valuable items (i.e., Kappa Delta silver, etc.) for safe keeping over holidays, vacations, and summer. Verifies that proper paperwork is completed for inventory control tracking purposes.
- Processes parking citation appeal forms. Informs of the appeals process, time constraints and meeting dates. Refers appeal information to the office manager to be referred to Appeal Board Committee.
- Gives directions to campus-related activities and on occasion directions in town.
- Tabulates Financial Aid records received, once paid, regarding students with outstanding tickets and whose records have been tagged in order that the tag may be deleted from student’s records.
- Inventories items placed in lost and found, up to and including (but not limited to) cash and credit cards. Contacts owners of property provided information is available.
- Monitors KETR during 3rd shift (11 p.m. to 7 p.m.) and notifies proper KETR personnel if unusual situations occur, such as going off the air. Conducts a frequency test at 3 a.m. to ensure radio is broadcasting.
- Takes reservations for University vehicles. Maintains a log of all vehicles which are checked out and related information. Completes the appropriate mileage information which is required for auditing, tabulating and billing purposes. Checks university vehicles and credit cards and informs maintenance of problems with motor pool.
- Maintains a log of all disabled vehicles as reports, in order that they will not be ticketed or towed for violations in the event they are legitimately disabled on campus.
- Maintains authorized disabled permits, and related information, allowing for parking in disabled spaces.
Contributes to the effective team management of all relevant problems, issues and opportunities.
This job description shall include, but is not necessarily limited to, the above duties. May temporarily perform other duties assigned to maintain operations and services.
Marginal Functions will vary with the specific assignment and depend on the particular unit or function for which the person is responsible. Consideration will be given on a case by case basis and reassignment of marginal duties will be made when appropriate.
Knowledge & Skill Requirements
Requires a minimum of high school diploma or equivalent and the ability to communicate by telephone, police system or person-to-person. Familiar with related rules, regulations and policies in order to exercise sound judgment and make decisions as to appropriate action under pressure preferred. Typing and computer experience helpful. First four weeks of employment are on the job training and hours are 8:00 am to 5:00 pm. Background investigation and testing to include psychological examination required. May be required to submit to polygraph exam and drug testing.
Supervision of Personnel
No supervisory responsibility