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UPD Records Manager

Employer
Florida Gulf Coast University
Location
Florida, United States
Salary
Salary Not Specified
Date posted
Jul 26, 2022


Job Summary

The UPD Records System Manager develops and implements a system to identify, collect, index, file, store, merge, and dispose of all law enforcement and University Police Department documents. Manages public records requests and maintains compliance with records retention policies.

Florida Gulf Coast University is committed to establishing and maintaining an inclusive working and learning environment in which students, faculty, administrators, staff, curriculum, social activities, governance, and all other aspects of the campus life reflect a diverse, multi-cultural, and international worldview.

At FGCU, we collectively stand against any individual or group that practices any form of racism, discrimination, intolerance, hate expressions, or disrespect. We are committed to preparing students to understand, live among, appreciate, and work in an inherently diverse country and world made up of people with different ethnic and racial backgrounds, religious beliefs, abilities, ages, gender identities, sexual orientations, socio-economic status, cultural traditions, family statuses, and military backgrounds. FGCU strives to hire great people from a wide variety of backgrounds, not just because it’s the right thing to do, but because it makes our University stronger. The University community recognizes the importance of a diverse and inclusive institution and holds these ideals as paramount for the current and future success of the institution.

We seek colleagues who promote and embrace diversity, equity, and inclusion. We encourage individuals from diverse backgrounds to apply for this position as we believe that our University will grow and move forward through a commitment of equality for all.

Job Description

Typical duties include but not limited to:
  • Coordinates the daily activities of the records office. Assists management in the planning, organizing, and evaluation of operations and functions related to University Police records.
  • Ensures the security, storage, retention, retrieval, and disposition activities of all confidential and sensitive records for the department.
  • Collaborates with federal, state, city and county government agencies in auditing, reporting and information sharing as necessary to include National and State reporting of crime statistics.
  • Serves as the public disclosure officer for the police department; oversees the dissemination of all records for the department.
  • Retrieves requested documents and completes requests related to personnel files and confidential files. Ensures files are returned timely.
  • Redacts On-Body Camera footage, as applicable by law, for public records requests.
  • Receives and processes court orders to seal and expunge records.
  • Develops and maintains an electronic database of existing records, location, and retention period.
  • Develops, implements, and maintains records for the University Police Department in accordance with applicable regulations and guidelines..
  • Reviews and preps incoming documents for proper coding, logging, and placement into official records management files.
  • Purge old records and prepare for disposal and/or archival in accordance with required retention periods as stipulated in the Records Retention Schedule. Maintain records of document destruction.
  • Ensures file rooms, file cabinets, and electronic file databases are maintained in a neat, orderly, and accurate manner.
  • Recommends business processes or records management improvements to simplify and streamline key records processes.
  • Serves as essential personnel and provides assistance in the event of an emergency on campus.
Other duties:
  • Performs other job-related duties as assigned.
Additional Job Description

Required Qualifications
  • High School diploma or equivalent.
  • Six years of relevant full-time experience in records management.
  • Any appropriate combination of relevant education, experience, and/or certifications may be considered.
  • Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Outlook).
Preferred Qualifications
  • Experience with law enforcement records and management within a government agency.
Knowledge, Skills & Abilities:
  • Knowledge of National crime reporting through the Federal Bureau of Investigation (FBI), National Incident-Based Reporting System (NIBRS) Florida Incident Based Reporting System (FIBRS), and Uniform Crime Reports (UCR).
  • Knowledge of records management principles and retention guidelines, Florida Sunshine Law, and other laws and policies relevant to the position.
  • Excellent interpersonal, verbal and written communication skills.
  • Strong organizational skills and an ability to prioritize and complete simultaneous projects within deadlines.
  • Ability to thrive in an organization that values the diversity of its student body and workforce and actively promotes equity and inclusion.
  • Ability to accurately prepare and maintain records, files, and reports.
  • Ability to interact in a professional manner with a diverse group of staff, faulty, students, vendors, and contractors.
  • Ability to process and handle confidential information with discretion.
  • Ability to interpret and apply regulations, policies, procedures, and instructions consistently.
  • Ability to operate technology systems and programs.
Grade: 15

FGCU is an EOE AA /F/Vet/Disability Employer.

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