Clerk IV (UMass Police Department)

UMass Amherst•Amherst, NY

4d•Hybrid

About The Position

The Clerk IV provides administrative, payroll, and records support to the University of Massachusetts Police Department (UMPD). The role manages overtime assignments, maintains police records, prepares documents, and assists staff and the public. The Clerk IV works independently with minimal supervision and ensures accuracy, confidentiality, and compliance with established policies and procedures. The position performs payroll and overtime functions, prepares invoices for outside details and campus events, supports records requests and records management, and maintains Clery-related logs, databases, files, and website information. It also provides general departmental administrative support and functional supervision of student employees. The role requires sound judgment when working with confidential information and compliance-related responsibilities.

Requirements

High school diploma or equivalent.
Three years of experience that includes office work and computer skills.
Supervision experience.
Working knowledge of Microsoft Office, including Word and Excel, and general office practices.
Proficiency with computer-based information, records management, documentation, tracking, and timekeeping systems, and the ability to learn and use new software applications.
Ability to work accurately with figures, maintain records, and meet established deadlines.
Strong oral, written, and interpersonal communication skills, including the ability to work effectively with the public, coworkers, staff, and a diverse group of individuals.
Strong organizational and time-management skills, including the ability to prioritize work, manage changing workloads, work independently, and complete assignments.
Sound judgment and discretion when handling confidential information and following applicable laws, regulations, and guidelines.
Accurate typing, attention to detail, and effective recordkeeping skills, including maintaining files and preparing reports.

Nice To Haves

Associate’s degree in business.

Responsibilities

Process UMPD payroll transactions; track overtime assignments; maintain records; verify reports; and ensure compliance with campus policies.
Prepare invoices for outside-detail, construction, and campus event overtime, and coordinate timely billing and payment with companies and campus departments.
Liaise with the University Payroll Office to resolve issues and clarify procedures.
Ensure appropriate and timely payment for employees on protected leaves and complete or coordinate required Workers’ Compensation documentation.
Update the computer attendance and payroll system based on tri-annual shift bids.
Hire, train, and functionally supervise one to two student employees, and complete student hiring paperwork as needed.
Collect, review, process, and maintain criminal records, accident reports, trespass paperwork, citations, and related documentation.
Ensure trespass paperwork is processed appropriately and distribute information to relevant departments and offices.
Respond to authorized requests for information concerning criminal and traffic matters; retrieve, review, redact, and submit records for review or approval as appropriate.
Maintain confidentiality of CORI information and follow applicable rules governing information dissemination.
Complete background checks and compile data for state and federal law enforcement agencies.
Maintain and destroy records according to applicable laws, regulations, and guidelines.
Maintain the department’s daily/Clery Crime Log, Clery Crime database, annual Clery activity file, and department website as needed.
Assist with preparing, designing, and publishing the University’s Annual Security Report and attend training on Clery Act requirements and regulatory changes.
Provide administrative and clerical support to other departments and help employees access and use shared systems, processes, and services.
Assist visitors, receive packages and documents, answer phones and emails, and provide office coverage as needed.
Perform related duties as assigned or required.
Understand responsibilities related to Title IX, Clery, other compliance requirements, and conflicts of interest; contribute to student success and a positive, respectful workplace.
Use sensitive or nonpublic University information only as required for the position and take care to prevent unnecessary disclosure.