Senior Business Administrator for University Police Department

Texas A&M University System•San Antonio, TX

About The Position

The Senior Business Administrator for University Police Department, under the direction of the Chief of Police, functions as a civilian manager on the Police Command Staff. This position manages a full range of business activities for the Police Department, assigned units, and supervises assigned staff. Areas of responsibility include budget management and financial support services; records management and retention; capital asset and property management; personnel process management, compliance program support with state of Texas TCOLE requirements and Federal Clery Act compliance; and project management. As a key member of the Command Staff participates in the management, policy, fiscal, and programming decisions of the Department. Maintains extremely sensitive and confidential information; uses a high degree of tact, diplomacy, and discretion in dealing with sensitive situations, materials, and information; establishes and maintains cooperative working relationships.

Requirements

Bachelor’s degree or equivalent combination of education and experience.
Eight (8) years of related experience in general office, accounting, or personnel operations, including related supervisory experience.
Excellent computer skills including word processing, spreadsheet applications and databases.
Ability to multitask and work cooperatively with others.
Excellent oral and written communication skills.
Excellent organizational skills.
Must be able to pass a comprehensive law enforcement agency preemployment background investigation and drug screening.

Responsibilities

Business Management: Develops, manages, and implements the Police Department operating budget and the forecasting of funds needed for staffing, equipment, materials, and supplies; provides financial analysis of budget expenditures, incomes, and reimbursements; makes recommendations on spending or reduction plans, and assists in establishing financial standards and procedures. Coordinates and performs purchasing, accounts receivable, and accounts payable functions, including processing and tracking operating financial transactions, and certifying expenditures are properly authorized and funds are readily available, processes adjustments, as necessary. Serves as department approver for business documents and requests. Coordinates and prepares all travel documents.
Records Management: Serves as the custodian of records for the Police Department, including accepting and responding to subpoenas for the release of records, establishing schedules and methods for records maintenance, directing the destruction of police records in accordance with departmental policy and state and federal mandates, and maintaining procedures for security of and access to secure case files and other police records.
Property Management: Oversees and supervises the proper acquisition, receipt, handling, storage, distribution, and disposal of property. Ensures annual capital inventory is coordinated, to include applicable asset tracking throughout the year. Provides leadership to assigned quartermaster, and other property inventories.
Personnel Management: Assigns, schedules, supervises, and reviews the work of assigned staff, including providing training, feedback, and direction, conducting performance evaluations, working with employees to correct deficiencies, and implementing disciplinary procedures. Oversees and performs payroll operations for the Police Department; ensures the validation and accuracy of the various aspects of payroll operations for the department. Serves as the Human Resources partner regarding recruitment, selection, background investigations, onboarding, and off-boarding.
Police Agency Accreditation and State Licensing: Manages support for the program requirements related to accreditation. Monitors compliance with accreditation standards and documents/maintains standards and statuses. Coordinates evaluations, compiles information, provides assessments, and generates reports as required. Provides interpretive materials and develops metrics and calculations to document academic and professional statuses. Coordinates documentation related to development activities and improvement expectations.
Federal Clery Act Compliance: Serves as a Campus Security Authority. Maintains Clery Act Compliance Proof Files and Federal records Retention Requirements. Member of the administrative team providing oversight of the Department’s Clery Act compliance efforts.
Project Management: Provides Project Management support regarding strategic plan development, and annual goals progress for the Police Department and assigned units. Supports plan development and tracking for the Police Department’s tasks included in institutional Enterprise Risk Management Plan, Ethics and Compliance Plan, and Institutional Effectiveness Plan Develops internal programs, processes, and monitoring systems, and provides project management on assigned projects and programs, including researching, compiling, and analyzing information, preparing specialized analytical reports relating to core functions of departmental operations, reviewing administrative policies and procedures, and initiating or recommending improvements, and preparing and processing a variety of reports, forms, and documents.