Primary Function: Performs a variety of administrative, clerical, and compliance tasks for the Police Department.
This position reports to the VP of Public Safety.
Career Band: NE10
Typical Duties & Responsibilities:
Enters, inquires, and retrieves information from the records management system and other related databases. Maintains statistical records required by the State and Federal government. (i.e. traffic and crime reports) Coordinate on-line report review process from citizens who are reporting non-violent crimes. Assists with entering citations for university, state, and other violations.
Conducts research, compiles data and information, and prepares reports on records related issues as assigned.
Checks information entered into department computer system for accuracy.Maintains a variety of numerical and alphabetical records pertaining to related police activities such as arrests, traffic citations, accident reports, warrants for arrest, vehicle registration.Performs various entry and maintenance transactions involving stolen vehicles,
missing persons, restraining orders, stolen property, etc., within state and national law
enforcement telecommunication system databases.
Processes crime, accident and incident reports, including quality control review and
Develops and implements an efficient and uniform procedure for records management in compliance with federal, state and local laws.
Appraises, categorizes and classifies record series to comply with record retention
schedules. Reviews records to determine historical value. Establishes and maintains an inventory control and access and retrieval system. Performs physical processing of records to include labeling and boxing records for permanent or temporary storage. Maintains the disaster recovery and backup needs for all documents stored in electronic format. Ensures that records room is organized and maintained in accordance with professional standards. Oversees Daily Crime Log, works with other departments both internally and externally gathering, classifying, and documenting criminal activity.
Orders supplies and maintains inventory of equipment for the department. Performs related duties as assigned.Machines & Equipment Used:
Computer, Copier, Fax, Police Radio, Word Processing Software, Radio Communication System, Encoder Budgetary Responsibility:
- Student Contact: Daily; responding to emergency requests.
- Internal: Daily; responding to emergency requests.
- External: Daily; responding to emergency requests.
Attributes of a Successful Candidate
Education: High School Diploma or Equivalent, Clery Compliance Training, Proficient in Micro Soft Word, Excel, Power Point, Familiarity with Records Management System and Power DMS
Experience: One year computer and record keeping experience
Job Related Skills:
Excellent interpersonal and communications skills, ability to prioritize work independently, ability to keep accurate records, proficient in computing skills and other office duties. The ideal candidate would have:• Knowledge of University policy and rules.• Knowledge of and understanding of Clery Compliance.• Advance knowledge of Microsoft Word and Excel.• Must plan and organize to include developing a strategy, following a plan andaccomplish goals.• Ability to correctly interpret and apply the laws, codes, policies and procedures related to the processing of University and police documents• Ability to read and understand complex written materials including state, federal andlocal laws, regulations, legal documents, and professional publications.• Utilize computer software applications used for records retention scheduleand/or transfer of records into the archival program.• Communicate orally as needed to exchange information with otheremployees, other professionals and the public.• Work with limited supervision to include setting priorities and managing time effectively as needed to accomplish operational goals and objectives.• Ability to operate a motor vehicle as needed to transport records, supplies, andequipment to appropriate departments and/or locations.• Ability to interact effectively with a variety of individuals and groups with varying educational, ethnic, and socio-economic backgrounds.• Promote a positive work environment.• Maintain confidentiality.• Work routinely under highly stressful conditions.• Ability to maintain high ethical standards, both on and off duty.
Licenses & Certifications: Clery Compliance Training preferred, Valid TN Driver License without record of suspension or revocation in any state, ability to meet POST standards.
Confidential Information: Arrest, offense information, criminal history.
Working Environment: Multifaceted environment with frequent high levels of stress.
Physical Requirements: Must be able to push and/or pull objects, Must be able to use hands for repetitive tasks, Must be able to carry between 21-50 pounds (Medium work)
Any additional requirements specific to this position:
While performing the duties of this job, the employee is frequently required to sit, and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle or operate objects, controls, or tools listed above; reach with hands and arms; and taste or smell.The employee may be required to lift in no more than 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, the ability to adjust focus.
Must be able to wear an approved mask for prolonged periods while performing job duties and responsibilities.Employees are required to be fully vaccinated against COVID-19 subject to an approved medical or religious exemption.