OUPD Records Assistant

The University of Oklahoma•Norman, OK

34d

About The Position

The OUPD Records Assistant performs administrative support-oriented duties to include, but not limited to, the management and storage of departmental records following specific rules and instruction. Supports the maintenance and retention of records processing. Provides assistance regarding records management, data entry, and monitoring security cameras. Supports the Records Manager and serves as a Campus Security Authority (CSA) by fulfilling training and reporting obligations related to campus safety protocols. May assist with emergency calls, service requests, and incident process. Ensures the University complies with all Federal and State laws relating to records management. Hiring contingent upon successful completion of background check to include a successful Criminal Justice Information System (CJIS) certification.

Requirements

High School Diploma or GED, AND:
24 months office, clerical, administrative experience.
Knowledge of basic HIPAA records handling standards and general office procedures
Ability to provide excellent customer service
Excellent verbal and written communication skills
Ability to obtain information from all relevant sources
Ability to analyze information in order to choose the best solution and solve problems
Must be proficient in all Microsoft Office (Word, Outlook, Excel)
Excellent interpersonal skills
Ability to work independently and as a team player
Ability to complete tasks in an efficient and timely manner
Detail oriented for accuracy of data and information
Ability to multi task, be organized, and self-motivated
Ability to work in stressful situations
Valid driver's license may be required for work in certain areas for the performance of specific job duties.

Nice To Haves

Previous experience dispatching for a public safety organization
OLETS certification, or ability to become OLETS certified within six months of hire
Bilingual in conversational Spanish and English
Dispatch Experience

Responsibilities

Receives incoming calls for department and refers to appropriate personnel
Supports day-to-day coordination of the unit, including incoming and outgoing mail, and fingerprinting services
Updates CAD (Dispatch software), inputting case information and paperwork
Database management; collecting data and report preparation
Processes open records requests & LEA records requests and evidence requests
Responsible for records management system reports and correspondence while maintaining confidentiality of all records and CJIS requirements.
Maintains stored information in a concise and uniform manner to ensure an efficient records center
Ensures all records are accurately identified prior to storage
Provides accurate, up-to-date information regarding records retention guidelines and ensures compliance with records retention requirements
Controls internal reporting and filing systems
Provides customer service and building escort to OUPD guests
May run errands for department and provide backup to the OUPD Dispatch team
Assist with Special Events support on Norman campus as required
Performs various duties as assigned to successfully fulfill the function of the position