Records Manager

Job Description

Typical duties may include but are not limited to:

• Coordinates the institution's Clery Act Compliance program and assists with the development and implementation of the institution's Clery compliance policies and procedures.
• Supports the University Police Department to maintain standards set by the Commission for Florida Law Enforcement Accreditation.
• Develops, implements, and maintains records for the University Police Department in accordance with applicable regulations and guidelines. Serves as the Records Custodian for all Clery Act-associated records.
• Reviews incoming documents to ensure proper classification and coding based on applicable law. Ensures compliance with the daily crime and fire log requirements and proper storage and retention of documents.
• Coordinates all records management responsibilities for the University Police Department to include, but not limited to, all public records requests.
• Ensures the security, storage, retention, retrieval, and disposition activities of all confidential and sensitive records for the department.
• Receives and processes court orders to seal and expunge records.
• Identifies and maintains a list of all Campus Security Authorities each academic year. Collaborates with Campus Security Authorities to ensure accurate and timely receipt of all crime statistic data. Provides relevant training on the requirements of the Campus Security Authority role.
• Partners with appropriate university departments to ensure compliance with regulations such as Drug Free Schools and Safe Campuses, Sexual Assault Victim's Bill of Rights, and Violence Against Women Act. Maintains accurate records on awareness and prevention programs and presentations.
• 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.
• Ensures notices announcing the availability of the Annual Security and Fire Safety Report are properly developed and available to prospective students and employees.
• Collaborates on the preparation and dissemination of Timely Warning and Emergency Notification messages to ensure compliance requirements of the Clery Act.
• Purges old records and prepares for disposal and/or archival in accordance with required retention periods as stipulated in the Records Retention Schedule. Maintains records of document destruction.

Other Duties:

• Other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires either six years of directly related full-time experience or, as an alternative, a Bachelor's degree from an accredited institution in an appropriate area of specialization and two years of full-time experience directly related to the job functions.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Teams, and Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Professional full-time experience with Clery Act compliance and/or crime classification and reporting for other federal act compliance.
• Work experience in a higher education setting.
• Experience with other related topics to include, but not limited to, Title IX, VAWA, Uniform Crime Reporting, and the Drug Free Schools and Campuses Regulations.

Knowledge, Skills, & Abilities:

• Knowledge of the Clery Act, Title IX, VAWA, Uniform Crime Reporting, and the Drug Free Schools and Campuses Regulations.
• 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 accreditation standards for an agency accredited by the Commission for Florida Law Enforcement Accreditation.
• Knowledge of PowerDMS or an equivalent policy management software.
• 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 an equitable environment.
• Ability to work collaboratively and build strategic relations with colleagues, coworkers, and external partners.
• Ability to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Ability to work successfully as both a member of a team and independently with minimal supervision.
• Ability to maintain confidentiality and discretion at all times.
• Ability to interpret and apply regulations, policies, procedures, and instructions consistently.