Administrative Specialist II

• Maintain approximately 900 police criminal reports and approximately 1400 criminal citations annually. Maintain all other police records through both electronic and paper means dependent upon the record. Organize paper records within the department and coordinate movement of records in an orderly fashion through UT Records Management based on retention policy. Maintain reports related to students in a Microsoft 365 database. Maintain report issuance tracking system. Distribute reports to appropriate internal departments.

• Provide records as part of background checks for other agencies.
• Coordinate video records for court purposes.
• Maintenance of records will involve redaction of information if expunged through court order. Edit responsibility for records strictly per policy, which will include deletion or modification of certain information as required. Maintain name candidating, arrest reports, geoverification of addresses, and citations with electronic case information on a daily basis.
• Comply with all department and University policies, as well as, with all state and federal laws regarding records retention, privacy, management, and dissemination. Specifically adhere to the TN Public Records Act and the UT Policy on Public Records - Policy 0014. Abide by department confidentiality agreement for all record information including but not limited to electronic, paper, and verbal information.

• Perform clerical duties of Records Unit that include answering Records telephone and responding to emails and other correspondence in a professional manner. Prepare letters, forms, drafts, and reports for internal and external units.

Statistical reporting

• Compile and organize department statistics for internal and external reporting. Maintain TN Incident Based Reporting System (TIBRS) information to ensure crime numbers are accurately reported. Reconcile criminal records against TIBRS database. All other duties as assigned.

Hours

Standard administrative hours, typically 8 am – 5 pm.

Process

Candidates should complete an online application with the UT Office of Human Resources. A committee will review applications and conduct interviews for the position. Committee recommendations will be forwarded to the Chief of Police. The Chief of Police may conduct final interviews. The Chief of Police will select the applicant for this position.

Position Qualifications

• Minimum- High School Diploma, 21 years of age
• Preferred - Associate’s or Bachelor’s Degree, knowledge of basic accounting principles, knowledge of basic statistical concepts

Competencies

• Good written and verbal communication skills. Positive interpersonal skills. Decision making skills. Active listening skills. Strong computer skills including data entry, Excel proficiency, basic knowledge of Word and Adobe Professional.
• Ability to be self-motivated. Ability to multi-task. Ability to successfully complete TN Incident Based Reporting System training annually. Ability to serve as the TN Incident Based Reporting System Reporting Agency Coordinator. Ability to work in a multicultural setting.