What are the responsibilities and job description for the Compliance Specialist position at Montana State University Billings?
Position Details
Position Information
NBAPOSN Title
Working Title
Compliance Specialist
Brief Position Overview
The Clery Act Compliance Specialist, in the University Police Department (UPD) at Montana State University Billings, works collaboratively with various departments, faculty, and staff within the University and is responsible for data collection and correspondence to ensure the University’s compliance with the federal guidelines of the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and associated regulations. In conjunction with the position, the Clery Act Compliance Specialist will actively participate in the Clery Compliance Committee, Incident Management Team, and the University Safety Committee. In addition, this position will be responsible for assisting in maintaining the Montana State University Billings Police Department’s Automated Records Management System and reviewing, validating, and submitting all required National Incident Based Reporting System crime reports to the Montana Incident Based Reporting System.
Position Number
Department
University Police
Division
University Police
Appointment Type
Classified
Contract Term
Semester
If other, specify From date
If other, specify End date
FLSA
Union Affiliation
FOCUS-MFPE
FTE
1.0
Benefits Eligible
Yes
Compensation
Hourly
Salary
Salary range of $ 22.572 to $ 24.41 hourly, commensurate with experience, education, and qualifications
Contract Type
Classified Hourly
If other, please specify
Recruitment Type
Open
Position Details
General Statement
Montana State University Billings is a preferred employer in the region-WE WANT YOU!
The following are reasons why you should join our team:
The following are reasons why you should join our team:
- Work-life balance
- Holidays-10 paid holidays per year and 1 Floating Holiday
- Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)
- Sick Leave – Earned at an accrual rate of .0416125 for each hour in pay status.
- Employee and Dependent Tuition Waiver
- Opportunities to engage in professional development opportunities
- Committed to employee wellness and access to a robust Employee Assistance Program
- Medical Benefits that are robust and affordable
- Visit MUS Benefits to learn more about our benefit package including
- Medical, Vision, and Dental
- Life Insurance and Long Term Disability are incorporated into our benefits
- Learn more about our retirement benefits at MUS Retirement
- Opportunities for career growth and a variety of career paths
- Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.
- Beautiful campus environment that features our MSUB Mile walking path
Duties and Responsibilities
DUTIES and RESPONSIBILITIES:
Clery Act Compliance
Clery Act Compliance
- Attend and complete continuous education training related to Clery Act law and policy changes.
- Attend and complete Clery Compliance Officer Certification Program.
- Coordination, development, and maintenance of Montana State University Billings Clery Act Compliance Program.
- Review and maintain all Clery Act Compliance policies and procedures, to ensure they are current.
- Compile crime and disciplinary referral data from various internal and external sources, to include University offices, local and state law enforcement agencies.
- Prepare, publish, and distribute the Annual Security and Fire Safety Report.
- Monitors the Universities webpages for Clery compliance.
- Reviews all policies and procedures annually pertaining to the Clery Act and makes necessary updates to the Annual Security & Fire Safety Report.
- Submit the annual crime statistics to the Department of Education.
- Coordinate with MSUBPD regarding compliance of the Daily Crime Log and Fire log.
- Coordinate with MSUBPD regarding the initiation, documentation, and storage of records for the Emergency Notification, and Timely Warning as required by the Clery Act.
- Document justifications for determining if Emergency Notifications and/or Timely Warnings are sent or not.
- Review, maintain and publish the Daily Crime Log and Fire Log.
- Facilitate the identification and training of Campus Security Authorities. (CSA’s)
- Request, gather and analyze crime statistics from all CSA’s at the end of the calendar year.
- Coordinate with each University campus to ensure Clery Act Compliance.
- Coordinate with appropriate University departments to ensure compliance with HEA fire safety regulations.
- Review MSUBPD’s Automated Records Management System to ensure proper classification of crime incident reports by MSUBPD.
- Review and maintain a current, accurate listing of buildings and properties owned and/or controlled by the University.
- Review MSUBPD’s Automated Records Management System to ensure System information is correctly identified in compliance with the Clery Act.
- Serve as records custodian for all Clery Act related records.
- Provide guidance and leadership for the Clery Compliance Committee
Montana State University Billings Police Department Automated Records Management System (ARMS)
- Review, update, and maintain the MSUBPD ARMS System for current and accurate information as needed.
- Review Computer Aided Dispatch (CAD) for complete and accurate information.
- Review Case Management for complete and accurate information.
Montana State University Billings Police Department National Incident Based Reporting System (NIBRS)
- Review and validate NIBRS reports in MSUBPD’s ARMS for complete and accurate information.
- Correct or return NIBRS reports for corrections that contain inaccurate or missing information.
- Extract NIBRS reports and Upload to the Montana Incident Based Reporting System.
Other
- The Clery Program Compliance Specialist will also be responsible for other duties as assigned to assist in the mission of Montana State University Billings and the Montana State University Billings Police department.
- Member of the Incident Management Team and the University Safety Committee.
- Member of the ENS Initiator Group.
- Monitor and Maintain UPD and Clery webpage for accuracy.
QUALITIES:
- Accurate record keeping.
- Excellent customer service, including working with members of the public.
- Ability to organize and prioritize multiple workloads, meet deadlines, and exercise adaptability to changing priorities in a professional setting.
- Excellent computer skills including Microsoft Office programs, with the ability to learn job specific software.
- Excellent organizational skills, attention to detail, and accuracy in data entry.
- Ability to maintain confidentiality/confidential handling of sensitive information.
- Excellent communication, critical thinking, decision making, and problem-solving skills.
- Maintains communication with other campus employees.
- Exceptional professional communication and written skills with the ability to formulate a cogent report and recommendations.
- Knowledge of Montana State University Billings and Montana State University Billings Police department missions; MTIBRS & NIBRS; police reporting software (ARMS); University buildings and geography; federal, state, and local laws.
- Knowledge of MS office software to create forms, letters, and emails.
- Knowledge and ability to interpret, understand and apply the Clery Act and other relevant laws and regulations.
- Knowledge and ability to properly identify Campus Security Authorities
- Knowledge and ability to gather, organize, analyze, and evaluate Clery data.
- Ability to validate, extract and upload NIBRS reports to the MTIBRS.
PHYSICAL DEMANDS:
Typical office environment. Occasional lifting of 25 pounds, walking across campus, pushing carts with loads up to 100 pounds.
Required Qualifications – Experience, Education, Knowledge & Skills
Education Required: Bachelor’s Degree
Experience Required: 2-3 years of professional experience related to the duties and/or equivalent combination of education and experience.
Experience Required: 2-3 years of professional experience related to the duties and/or equivalent combination of education and experience.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Education Preferred: Master’s Degree
Experience Preferred: Experience with formatting, typing, proofing, graphic layout, grammar, punctuation, and spelling of business correspondence and general office forms.
Experience Preferred: Experience with formatting, typing, proofing, graphic layout, grammar, punctuation, and spelling of business correspondence and general office forms.
The Successful Candidate Will
Special Requirements
Physical Demands
This position has supervisory duties?
No
Posting Detail Information
Announcement Number
STAFF - VA - 2500065P
Number of Vacancies
1
Desired Start Date
Position End Date (if temporary)
Open Date
03/26/2025
Close Date
04/09/2025
Open until filled
Yes
Special Instructions Summary
Quick Link for Internal Postings
https://employment.msubillings.edu/postings/7412
Diversity Statement
Montana State University Billings is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.
Montana State University Billings makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference or request accommodation, contact the Human Resources Office, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406-657-2278, employment@msubillings.edu.
MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: http://www.msubillings.edu/humres/eeos.htm
Salary : $23 - $24
