Records Specialist

University of Washington•Seattle, WA

18h•Hybrid

About The Position

The UW Police Department is hiring a Records Specialist to support records administration and Clery Act compliance. Reporting to the Records & Clery Administrator, this full-time role helps ensure UWPD complies with state and federal mandates, law enforcement accreditation requirements, and university policies. The position supports the management and security of police records, data integrity in records systems and related databases, public records request fulfillment, and the University’s Clery Act compliance and reporting. The role requires collaboration with department members, university partners, and external stakeholders. It calls for strong attention to detail, excellent written and verbal communication, sound judgment and discretion when handling confidential information, the ability to meet deadlines with minimal supervision, and a commitment to customer service and UWPD’s values and mission. The position is based at the UW Police Department in a state-of-the-art building on 15th Ave NE. It is predominantly onsite, with occasional remote work subject to leadership approval. The employee must be comfortable working in a police station environment. Occasional evening or weekend work may be required to meet deadlines or respond to urgent requests.

Requirements

Bachelor’s degree in liberal arts, business administration, computer science, information technology, or a related field; equivalent education and/or experience may substitute for minimum qualifications where legally permitted.
Three years of experience in records management, compliance, or a related field; equivalent education and/or experience may substitute for minimum qualifications where legally permitted.
No felony convictions and no pattern of misdemeanor convictions that could compromise access to confidential records.
Must successfully complete a background investigation.
Must be comfortable working in a police station environment.
Strong attention to detail, excellent verbal and written communication skills, judgment, sensitivity, tact, and diplomacy, particularly when handling confidential information.
Ability to convey information clearly and professionally, meet critical deadlines with minimal supervision, and deliver exceptional customer service.

Nice To Haves

Experience in records management and compliance in a university or law enforcement setting.
Experience with the New World records management system.
Experience with federal UCR NIBRS reporting.
Knowledge of Axon/Evidence.com.
Experience with Clery Act compliance and reporting.
Experience using records management systems and data analysis tools.

Responsibilities

Assist with organizing, maintaining, and securing police records, including reports and other documents.
Assist with the records management system and ensure records are accurately entered and maintained.
Ensure records are destroyed on time in accordance with state, university, and department retention and destruction schedules.
Handle public disclosure requests with customer service, sensitivity, and confidentiality, ensuring timely responses and compliance with legal requirements.
Review responsive records and keep the Public Disclosure Log updated with pending and closed requests.
Stay current on legal changes and best practices in records management.
Assist with collecting, classifying, and counting crime statistics in accordance with the Clery Act, and maintain compliance with the Clery 60-day log.
Collaborate with internal and external sources to obtain, analyze, and report crime data; ensure data integrity, identify trends, and make recommendations supporting campus safety initiatives.
Support development and dissemination of the Annual Security Report, ensuring timely and accurate reporting.
When needed, provide guidance and training to campus security authorities and other stakeholders on Clery Act requirements and reporting procedures.
Stay current with changes in regulations and best practices related to Clery and campus safety reporting.