Office Administrator

Duties & Responsibilities:

• Oversees the administration of and manages the day-to-day operations of the department’s records functions to include records management, information requests, expungements, subpoenas, parking and traffic citations, and litigation. Manages and oversee the Police Department record retention and destruction process in coordination with the Illinois State Archives Records Management Division. Administers and maintains a variety of police tracking, records management and intelligence databases and systems.
• Generates and prepares local, state, and federally mandated Uniform Crime and Arrest Reports. Assists in developing year-end statistical reports for police administrators. Maintain the Daily Crime Log of all reported crimes in compliance with the Clery Act. Review and maintain all CSA crime reports. Includes scoring of crimes according to policies and procedures of the Clery Act and ensuring the information is included on the Daily Crime Log. Review all police supplemental report forms to ensure correct data entry and to determine if adjusting entries need to be made on the Daily Crime Log and included in UCR reporting. Work directly with the Office of Student Conflict Resolution to assist them with scoring of disciplinary actions according to policies and procedures of the Clery Act.
• Review Champaign and Urbana Police reports to assist them with scoring of crimes according to policies and procedures of the Clery Act. Provide copies and maintain records for reports sent to Student Conflict. Act as a campus security authority, as defined by the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, to include completing training and the timely reporting to the University of Illinois Police allegations of Clery Act crimes. Maintain current training on the Federal Clery Act as errors may result in fines of excess of $60,000 per violation.
• Directly supervises departmental personnel. Interviews, recommends hires, trains and evaluates performance for assigned staff. Makes recommendations for disciplinary action as necessary. Prepares work schedules, delegates tasks, and prioritizes work activities.
• Assists in the development, evaluation and revision of departmental policies and processes.
• Researches and analyzes management, personnel, legislative issues and other policy-related matters.
• Serves as the Police Department representative on various committees and projects both internally and externally.
• Composes correspondence and/or proofread documents that may contain sensitive personnel information.
• Aids in planning, evaluating, recommending, maintaining and training on departmental systems and applications.
• Participates and provides staff support to a variety of committees, boards and commissions.
• Prepares and presents staff reports and other correspondence as appropriate.
• Assists the Administrative Lieutenant in planning, developing, revising, and implementing departmental training.
• Performs professional complex, technical, analytical, and administrative duties in support of Police Administration including coordinating police records management process, special projects, and other duties as assigned.
• Collects, analyzes, prepares and disseminates information relative to department’s activity to departments, public, outside agencies, media and citizens.
• Collects and submits statistical information to required agencies or those requesting such information.
• Coordinates the request for reports from internal departments and outside agencies.
• Assists in the research, analysis and preparation of departmental reports.
• Disseminates information as requested.
• Other duties as assigned.

Salary : $60,000