Records Specialist

Job Description

The UW Police Department has an outstanding opportunity for a Records Specialist to join their team. 

About this Opportunity

Reporting to the Records & Clery Administrator, the full-time Records Specialist supports critical records and Clery-related activities for the UWPD ensuring compliance with all state and federal mandates, law enforcement accreditation requirements, and university policy and procedure. This includes assisting with the management and security of all police records, including police reports and other relevant documents; and, ensuring data integrity and accuracy within the UWPD’s records management system and related databases; supporting the university’s compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act); assisting with requests for information and public records from internal and external parties.

The Records Specialist is expected to maintain compliance with all law enforcement record related laws, standards, and policies at all times. Additionally, this position supports monitoring and reporting on the University’s compliance with the Clery Act, and execution of public records request fulfillment for the UWPD. This work requires effective collaboration with members of the department, university, and external stakeholders; strong attention to detail, excellent verbal and written communication skills; a high level of judgement, sensitivity, tact, and diplomacy, particularly when handling confidential information; the ability to convey information clearly and professionally; the ability to meet critical deadlines with minimal supervision; and a strong commitment to delivering exceptional customer service. 

This work also requires navigating the complexities of a highly detailed and high-impact and visible organization with professionalism and a commitment to upholding the values and mission of the UW Police Department.

Key Responsibilities

Records Administration (70%)

• Assist with the organization, maintenance, and security of all police records, including police reports and other relevant police documents; assist with records management system; ensure records are accurately entered and maintained, including the timely destruction of records in accordance with the state, university, and department’s retention and destruction schedule.
• Provide exceptional customer service in the handling of public disclosure requests; ensure all requests receive a timely response, are handled with sensitivity and confidentiality, and completed in compliance with all legal requirements. Review responsive records; maintain regular updates of pending and closed requests on the Public Disclosure Log.
• Stay current on legal changes in records management as well as best practices.

Clery Act Compliance (30%)

• Assist with the collection, classification, and count of crime statistics in accordance with the Clery Act; maintain compliance of Clery 60-day log.
• Collaborate with internal and external sources to obtain, analyze, and report on crime data; ensure data integrity; identify trends and make recommendations to support campus safety initiatives.
• Support the development and dissemination of the Annual Security Report (ASR), ensuring timely and accurate reporting.
• On an as-needed basis, provide guidance and training to campus security authorities and other stakeholders on Clery Act Requirements and proper reporting procedures.
• Stay current with changes in regulations and best practices related to Clery and campus safety reporting.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

• Bachelor's Degree in Liberal Arts degree, Business Administration, Computer Science, I.T., or a related field.
• 3 years experience in records management, compliance or a related field
• No felony convictions and no pattern of misdemeanor convictions that could compromise access to confidential records; must be able to successfully complete a background investigation.

Preferred Qualifications

• Experience in records management and compliance in a University or Law Enforcement setting
• Experience with New World records management system
• Experience with federal UCR NIBRS reporting
• Knowledge of Axon/Evidence.com.
• Experience with Clery Act Compliance and reporting is highly desirable.
• Experience using records management systems and data analysis tools.

Working Environment Conditions

• This position is located at UW Police Department in a state-of-the-art building on 15th Ave NE. Must be comfortable working in a police station environment.
• Position is predominantly onsite with option for occasional remote work, subject to leadership approval.
• May require occasional evening or weekend work to meet deadlines or respond to urgent requests.

About Us

The Division of Campus Community Safety (DCCS) unifies front-line public safety units across the University for a holistic approach to campus community safety, innovation in approaches, and clarity in leadership responsibility and accountability. Key units include UW Emergency Management, SafeCampus and the Seattle campus UW Police Department (UWPD). Division staff work daily in partnership with units across and outside the UW system to both create safer, welcoming campus environments, prepare for potential natural or human-made disasters, and respond appropriately to incidents.

Compensation, Benefits and Position Details

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About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.