**Internal Only**Administrative Asst - Records KU Public Safety Office

27235BR

KU Police Department

Position Overview

*This is an internal search available ONLY to current KU employees.*

The employee is responsible for collection/input/dissemination of data on a local level.  The employee validates and transmits criminal statistics to the state central repository. The employee manages confidential criminal justice data in addition to management of hard copy documents; which includes logging, scanning, maintaining, archiving and dissemination per federal and state guidelines.  The employee must have a good working knowledge of computers and computer software.  The employee is responsible for answering multiple administrative telephone lines, security screening of all visitors and coordinate department finger-printing services and report sales.  The employee works with little or no supervision.

In addition to a competitive salary, the University of Kansas offers great benefits to employees such as paid vacation, sick leave, ten paid holidays plus one discretionary day, a retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and State of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities.  KU is a fantastic place to work!

Job Description

- Employee inputs source documents including activity logs, citations and police reports for computerized entry.  Information transfer must be completed daily with minimal errors into multiple database environments. Retrieve data on a daily, weekly, monthly, and yearly basis and on request.  Must be knowledgeable of the laws about dissemination and the release of protected information and individually who is entitled to the information under law and policy. Scans or extracts electronically all police report-related documents into the appropriate database. Serve as notary public for police-related and community services documents.

35% - Primary administrative telephone answering point for the department. Screen calls for emergency or non-emergency and make determination of the appropriate person to assist the caller.  Electronically relay messages.  Access calendars to keep abreast of activity or location of department staff.  Manage the purchase of office supplies, keeping abreast of state contracts and vendors. Submit service requests to Facilities Services. Sort and distribute incoming mail. Provide clerical support to the Field Services and Investigations/Community Services Divisions. Greet visitors to the department and assist them by answering questions or directing them to proper resources, both internally and externally. Ensure that there are no breaches of physical security and ensure all visitors have appropriate credentials. Must be able to work with a diverse customer base and ensure policy or law is followed on all interactions.

15% - Maintain a working knowledge of federal and state Privacy and Security Acts and departmental regulations for dissemination of police reports and statistics.  Knowledgeable on requirements for dissemination of police reports and statistics for commissioned police personnel, public, press, insurance companies, criminal and civil prosecutors, Kansas Driver Control, Department of Transportation, and any University department or authorized agency or person. Maintain departmental subpoena log, notifying officers and handling dissemination. Handle court orders for release of information or for case expungement.

10% - Maintain an effective working relationship with departmental members.  Facilitate front office operations through communications skills and knowledge of departmental and University resources. Perform specific computer tasks, as directed. Assist Administrative Associate with Human Resources clerical tasks. Work special assignments as requested or assigned, specifically in the area of police record management for special events.  Attend job specific training to ensure best practices/procedures are being met. Any other duties as assigned.

Position Requirements

Required Qualifications

Preferred Qualifications

Contact Information to Applicants

Sandy Patchen
[email protected]

Additional Candidate Instruction

A complete application will include:

Advertised Salary Range

$30,000 - $41,452

Application Review Begins

04-Mar-2024

Anticipated Start Date

04-Mar-2024

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Work Schedule

M-F, 8-5
Public Safety Building, Room 120

Job Family

Administrative Support-KUL

Work Location Assignment

On-Site

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Civil Rights & Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY (for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).