Records Manager

University of Florida•Gainesville, FL

11d•$25 - $25

About The Position

Responsible for performing the administrative and functional activities associated with the University of Florida Police Department Records Section. Examples of work performed include coordinating the processing, maintenance and proper destruction of all police generated reports and criminal history records; coordinating the Federal Bureau Investigation and Florida Department of Law Enforcement Uniform Crime Reporting and NIBRS process; Insuring that police reports are accurately completed to assist with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act; training associated personnel as to duties and responsibilities; and making recommendations to senior management regarding issues affecting functional and operational efficiency of the unit. Name Candidate the names listed in each report so that they are properly indexed and entered into the records management system. Insure that all issued case numbers are accounted for and properly entered into the system. Responsible for ensuring the integrity of the data maintained in the department’s automated police records management system. Import photos and other data from the Alachua County Jail Records system into the Department’s records management system. Assist with the creation of Dashboards and Reports related to information stored in the Records Management System. Coordinate the dissemination of public information in conjunction with UF’s General Counsel’s office as it relates to police records, photos, audio and video files in accordance with public information laws of the State of Florida. Performs administrative activities associated with Accreditation. Assists with the collection of documents for compliance of each standard; assists with preparation of required reports to be submitted to accrediting organizations; attends review sessions, and assist with training of personnel as it relates to policies/procedures; Coordinate the processing of court ordered sealing of records, court ordered police records expungements and other confidential reports according to established procedures and legal requirements. Coordinate the processing of criminal records checks for various agencies/officials according to established procedures and legal requirements. Coordinate the distribution, collection and processing of Uniform Citations, maintaining appropriate files/records as required by Florida Law; prepare management reports for use by department management. Department records liaison with the Florida Department of Law Enforcement and other law enforcement/judicial agencies. Maintain agreements, Memorandum of understandings and contractual agreements between UFPD and other governmental agencies. Maintain any other UFPD documents, agreements or records as necessary for UFPD Administration Personnel.

Requirements

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Nice To Haves

Knowledge of office procedures and practices
Knowledge of law enforcement and court related operating policies and procedures
Knowledge of the principles and techniques of effective verbal and written communications
Knowledge of the methods of data collection
Knowledge of basic arithmetic
Knowledge of personal computer work processing and database management
Ability to compile and analyze rules, regulations, policies and procedures
Ability to deal with the public in a tactful and courteous manner
Ability to perform basic arithmetical calculations
Ability to work independently
Ability to utilize problem-solving techniques
Ability to plan, organize and coordinate work assignments
Ability to communicate effectively verbally and in writing
Ability to establish and maintain effective working relationships with others
Ability to learn and understand public record laws
Ability to change and adapt when laws, policies and procedures are enacted or modified

Responsibilities

Coordinating the processing, maintenance and proper destruction of all police generated reports and criminal history records
Coordinating the Federal Bureau Investigation and Florida Department of Law Enforcement Uniform Crime Reporting and NIBRS process
Insuring that police reports are accurately completed to assist with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act
Training associated personnel as to duties and responsibilities
Making recommendations to senior management regarding issues affecting functional and operational efficiency of the unit
Indexing and entering candidate names into the records management system
Ensuring all issued case numbers are accounted for and properly entered into the system
Ensuring the integrity of the data maintained in the department’s automated police records management system
Importing photos and other data from the Alachua County Jail Records system into the Department’s records management system
Assisting with the creation of Dashboards and Reports related to information stored in the Records Management System
Coordinating the dissemination of public information in conjunction with UF’s General Counsel’s office as it relates to police records, photos, audio and video files in accordance with public information laws of the State of Florida
Performing administrative activities associated with Accreditation
Assisting with the collection of documents for compliance of each standard
Assisting with preparation of required reports to be submitted to accrediting organizations
Attending review sessions related to accreditation
Assisting with training of personnel as it relates to policies/procedures
Coordinating the processing of court ordered sealing of records, court ordered police records expungements and other confidential reports according to established procedures and legal requirements
Coordinating the processing of criminal records checks for various agencies/officials according to established procedures and legal requirements
Coordinating the distribution, collection and processing of Uniform Citations, maintaining appropriate files/records as required by Florida Law
Preparing management reports for use by department management
Serving as department records liaison with the Florida Department of Law Enforcement and other law enforcement/judicial agencies
Maintaining agreements, Memorandum of understandings and contractual agreements between UFPD and other governmental agencies
Maintaining any other UFPD documents, agreements or records as necessary for UFPD Administration Personnel