The University of Kansas Hiring for Internal Only**Administrative Asst – Records KU Public Safety Office at University of Kansas Lawrence Campus Full Time

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 Description40% – 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

U.S. citizenshipMust pass a detailed background check.Must be free of any diversions for or convictions of felonies and free of any diversions for or convictions of serious misdemeanors.Must be able to perform all essential job functions and shall not pose a direct threat to the safety or health of self or others.Must be able to communicate effectively both orally and in writing.Excellent proofreading and data entry skills.

Required Qualifications

1. High school diploma or completion of G.E.D. equivalency.
2. One year of office experience or one year of post-secondary education.
3. Basic knowledge of business writing skills and office practices as evidenced by work history.
4. Experience in using word processing, spreadsheet and database applications, including the creation of functions, macros, tables, forms, queries and reports.
5. Experience in handling front desk duties including public interaction and answering telephone.
6. Previous experience requiring excellent proofreading and data entry skills.

Preferred Qualifications

1. Experience in processing of police records.
2. Experience with computer network environments.
3. Must be able to deal with confidential information in a loyal and trustworthy manner.
4. Must be able to exercise tact and discretion when dealing with people of varying backgrounds

Additional Candidate InstructionsA complete application will include:

1. Cover Letter explaining how you meet the required and preferred qualifications
2. Resume
3. 3 professional references

Application review begins March 4, 2024 and will continue until a qualified pool of applicants is received. Contact Information to ApplicantsSandy Patchen
[email protected] Salary Range$30,000 – $38,000Work ScheduleM-F, 8-5
Public Safety Building, Room 120Application Review BeginsMonday March 4, 2024Anticipated Start DateMonday March 4, 2024Apply to Job