Clerk IV (UMass Police Department)

UMass Amherst•Amherst, NY

5d•Onsite

About The Position

The Clerk IV provides administrative, payroll, and records support to the University of Massachusetts Police Department (UMPD). The position manages overtime assignments, maintains police records, prepares documents, and assists staff and the public. The Clerk IV works independently with minimal supervision and is responsible for accuracy, confidentiality, and compliance with established policies and procedures. The role performs payroll and overtime functions; prepares invoices and coordinates timely billing and payment; supports protected-leave payments and Workers’ Compensation documentation; and updates attendance and payroll systems. It also hires, trains, and functionally supervises one to two student employees. Records responsibilities include processing and maintaining police reports and related documentation, responding to authorized information requests, redacting records as appropriate, conducting background checks, and ensuring records are retained or destroyed in accordance with applicable requirements. The Clerk IV maintains Clery records and the department website as needed and assists with preparing and publishing the University's Annual Security Report. The position provides administrative and clerical support across departments, assists visitors, receives packages and documents, answers phones and email, and provides office coverage. Work takes place in a standard office or indoor university environment with minimal physical exertion. The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., onsite in Amherst.

Requirements

High school diploma or equivalent.
Three years of experience, including 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 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 and ability to work effectively with the public, coworkers, staff, and a diverse group of individuals.
Strong organizational and time-management skills, including prioritizing work, managing changing workloads, working independently, and completing 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

Perform UMPD payroll and overtime functions, including processing transactions, tracking assignments, maintaining records, verifying reports, and ensuring compliance with campus policies.
Prepare invoices for outside-detail, construction, and campus-event overtime; coordinate with companies and campus departments to support timely billing and payment.
Serve as a liaison with the University Payroll Office to resolve issues and clarify procedures.
Ensure timely and appropriate 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 completed and processed appropriately and distribute information to relevant departments and offices.
Respond to authorized requests concerning criminal and traffic matters; retrieve, review, and redact records as appropriate, submit records for supervisory review when required, and provide information for non-routine requests.
Maintain confidentiality and awareness of CORI regulations; complete background checks and compile data for State and Federal law enforcement agencies.
Maintain and destroy records in accordance with 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 compliance changes.
Serve as a departmental liaison and provide administrative and clerical support that facilitates employees’ access to 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 and understand responsibilities regarding Title IX, Clery, and other compliance requirements.
Engage with students and contribute to student success.
Handle conflicts of interest consistently with applicable law and University policy.
Contribute to a positive and respectful workplace and protect sensitive or nonpublic University information from unnecessary disclosure.