Police Records & Accreditation Manager

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  • Job Number:523840
  • Classification:Administrative Management 1
  • Grade:Grade 80
  • Work type:On Campus, Staff Full-time
  • Administrative Unit:University of Alaska Anchorage
  • School/Business unit:UAA VCAS University Police
  • Location:Anchorage
  • Categories: Administrative/Personnel, Law/Enforcement/Compliance, Police/Fire

Position Summary:

Police Records & Accreditation Manager is based in the University Anchorage Police Department. This position reports to the Chief of Police and has a close working relationship with Dean of Students Office and the Office of Equity and Compliance. This position will lead the compliance, records management and accreditation processes within the Police Department. In addition, the candidate assists with coordinating Clery Act compliance at all UAA campuses. The candidate must possess advanced communications, administrative, organizational, computer and coordination skills. The successful candidate must maintain and possess the highest level of confidentiality on all matters. This is a 40-hour per week, 12-month, position.


20%Federal Compliance CLERY ACT: Coordinates the University Police institutional response to Clery Act Compliance program. Assists with developing the institution’s Clery Compliance policies and procedures & develops corresponding policies within the University Police Department. Assists as appropriate with preparing, publishing, and distributing the Annual Security and Fire Safety Report with the Office of Student Affairs. In conjunction with the applicable offices, assists with development and implementation of Clery Act required policies, programs, and activities. Gathers crime data from various internal and external sources, local law enforcement agencies, the state police or any law enforcement agency as required by the Clery Act. Consolidates relevant data from these sources with information and policies from across University departments. Coordinates with the appropriate campus departments to ensure compliance with HEA Fire Safety regulations. Works with Patrol officers and Dispatcher to ensure proper classification of crime incident reports in compliance with State of Alaska statutes, Federal Uniform Crime Reporting (UCR) / National Incident Based Reporting System (NIBRS) / U.S. Department of Education Clery Act requirements. Assists University Police with the institution’s Timely Warning Report program. Collaborates with the Division of Emergency Management, Office of Communications and the Incident Management Team to ensure compliance with the “Emergency Notification” requirements of the Clery Act. Collaborate with the Division of Emergency Management to ensure that at least test is completed each year that includes all required components to meet the HEOA definition of a test. Assist with training key institutional stakeholders on Clery Act requirements Ensures University Police maintains accurate records on security awareness and crime prevention programs and presentations. Coordinates with State Land Management Office and Risk Management to maintain an accurate list of buildings and properties owned and/or controlled by the institution. Help develop the University Police Patrol Jurisdiction Map in compliance with the Clery Act. Ensures compliance with the daily crime and fire log requirements, including collecting information from Residence Life, Dean of Students Office, and other Campus Security Authorities (as defined by the Clery Act), posting the logs in a public area. Serves as the Records Custodian for all University Police Department Clery Act-associated records. Serves as the Recording Secretary for the Clery Act Management Committee. Works with the Office of Student Affairs and/or Human Resources to ensure compliance with the Drug Free Schools and Safe Campuses regulations. Stays abreast of pending and final changes to the Clery Act and other laws or regulations affecting Clery Act provisions. Assists with submitting annual crime statistics to the Department of Education, as required and University of Alaska Statewide; University of Alaska Anchorage, University Police Departmental policies. Obtain and remain compliant with national certification program regarding the Clery Act. Other duties as assigned.Essential
30%National Police Accreditation, Records Management Accreditation Participates in policy and procedure development to help ensure accuracy, consistency and clarity in administrative manuals. Edits policies, procedures and other materials for manuals. Researches sources cited in policies and procedures. Assists department personnel in identifying conflicting policies and procedures to resolve conflicts and revise manuals accordingly. Meets regularly with the Chief and key employees to identify needs and report progress on accreditation efforts. Provides liaison with the selected accreditation body for all accreditation matters. Provides liaison with the University Accreditation or Compliance office. Keep abreast of all aspects of the accreditation process, including proposed changes or amendments to the standards, assessing the impact of changes on current policies and procedures of the agency. Provides related training for agency employees. Assigns, directs and coordinates groups of employees to achieve plans of action, recommendation to Chief and other activities that meet compliance with applicable accreditation standards.Essential
50%Records Management / Police Custodian of Records: Serve as departmental custodian of records; prepare declarations; respond to subpoenas for department records; appear in court on behalf of the department as required. Establish schedules and methods for providing records management services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly. Develops records maintenance policies and procedures; develops and implements a storage plan that includes both physical and digital storage, storage of confidential and sealed records and the destruction and archiving of older records in conformance with legal standards and limitations; coordinates records access and requests and release of information in response to Freedom of Information / Public Records access. Retrieve and disseminate records information to department staff, outside law enforcement agencies and the public in accordance with applicable laws and regulations. Highly organized. Strong written and oral communication skills are vital. Will manage all police files, including accident reports and public information requests. Will assist other officers, dispatchers, supervisors with records management needs and occasional audit. Maintain an electronic and hardcopy files of accident, incident, case reports reports and be in charge of retrieving police information from a computer database whenever needed Obtain files from other police and law enforcement agencies as required or to assist other UPD employees. Monitor legal and procedural developments related to law enforcement records. Direct and coordinate criminal record sealing and purging of documents pursuant to court orders. Will interact with the public when requesting police records, needs good interpersonal skills, including patience and the ability to listen. Must successfully complete and maintain, personal records management certification requirements.Essential
Knowledge, Skills, Abilities: Administrative Procedure Knowledge:
Experience creating and following administrative procedures. Ability to conduct research using reference materials. Ability to understand and apply written materials such as texts, journals, policies and regulations. Ability to analyze facts and form arguments.

Interpersonal Skills:
Ability to establish and maintain effective working relationships with co-workers, university and agency personnel. Ability to work with diverse peoples. Ability to handle stressful situations with tact and diplomacy. Ability to exhibit discretion, confidence, initiative, and flexibility. Ability to achieve cooperation utilizing negotiation and relationship building techniques. Demonstrated commitment to teamwork. Ability to work with highly confidential and sensitive information.

Oral and Written Communication Skills:
Ability to communicate effectively in writing, proofread documents, and compose professional correspondence. Ability to create and deliver presentations to UAA’s diverse populations of students, staff, faculty members, external constituents, multiple departments, and community campuses.

Organization Skills:
Ability to organize and prioritize workload in a changing environment with shifting deadlines and priorities. Ability to map out tasks associated with a project and create a timeline to perform the work. Ability to work independently with minimal supervision and produce results. Ability to utilize an online student conduct database, assorted police records systems. Ability to file records.

Computer Skills:
Ability to use MS Office Suite of software to compose correspondence, create spreadsheets, and prepare presentations (Word, Excel, PowerPoint). Ability to set-up and use database and records management software programs to organize data and run reports.

The UAA community has identified four core competencies at the heart of quality at UAA. These qualities are core to everything we do:

• Effective Communication - The knowledge and skills necessary to engage in effective communication in diverse contexts and formats.
• Creative and critical thinking - The knowledge and skills necessary for the critical exploration of issues, ideas, artifacts, and events in order to creatively design, evaluate, and implement a strategy to answer complex questions or achieve a desired goal.
• Intercultural Fluency - The knowledge and skills necessary to promote effective and appropriate interaction in a variety of cultural contexts, particularly in terms of the diverse populations of Alaska.
• Personal, Professional, and Community Responsibility - The knowledge and skills necessary to promote personal flourishing, professional excellence, and community engagement.
Typical Experience:
Experience in analysis, interpretation, and enforcement of rules and regulations. Demonstrated experience in defining, measuring, and implementing actions to ensure strict quality standards are maintained.

Preferred Qualifications
• Experience in higher education law enforcement / public safety
• Previous experience with law enforcement accreditation
• Previous experience complying with the requirements of the Clery Act
• Advanced Clery Act Training.
• Familiarization with Title IX.
• Previous fiscal management experience
• Three years or more of work experience with an institution of Higher Education.
Required Education or Training:

Bachelor’s degree preferred in related field with two or more years relevant experience that provides knowledge of and exposure to fundamental theories, principles, and concepts.

Salary Information:

This is a full-time, 12-month, exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 80, based on education and experience.

Special Instructions to Applicants:

Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.

Applications will be accepted for review on February 23, 2023, to ensure consideration, please apply by 11:55 PM, Alaska Standard Time on February 22, 2023.

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.  Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

If you have any questions regarding this position, please contact Chief of Police Jeff Earle, University Police Department, at mjearle@alaska.edu

Advertised: Alaskan Standard Time
Applications close:

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