Clerk IV - University Police Department
Job no: 515450
Work type: Staff Full Time
Location: UMass Amherst
Department: University Police Department
Categories: Administrative/Office Support, Police, Public Safety, Security
UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.
The Clerk IV will serve as the primary payroll and records clerk for the University of Massachusetts Police Department (UMPD). The incumbent will maintain criminal incident records, arrest reports, accident reports, and citations in compliance with public records law. Gather documents for other state and federal law enforcement agencies, attorneys, parents, students, faculty, and staff. Execute all payroll functions for a 24-hour department governed by a complex overtime system.
- Perform UMPD payroll functions and utilize the complex system for approved overtime according to established guidelines, reporting through the campus payroll system. (e.g., corrections, shift differential, changes of shift/work week, on-call pay, overtime, comp time and non-student hourly reporting)
- Produce and review detailed reports to verify the accuracy of online time reporting. Comply with campus policies and procedures for payroll reporting and retention. Serve as liaison between UMPD staff and the Payroll Office to assist with problems, questions and policy clarification.
- Act as liaison between the Workers’ Compensation Office, command staff and injured employees to ensure proper payment and paperwork has been completed.
- Complete personnel action forms required for new hires and job status changes.
- Update computer attendance and payroll system based upon tri-annual shift bids.
- Create and process invoices for outside detail overtime, construction overtime and campus events. Work directly with private companies, campus departments and others to ensure accurate and prompt billing/payment.
- Train and supervise 1-2 student employees assigned to assist with records and other related office duties.
- Collect criminal record reports, accident reports, trespasses and citations. Review and disseminate to appropriate departments as needed (e.g., Registry of Motor Vehicles, Registrar’s Office, Employment Office, etc.)
- Receive requests for information in criminal and traffic cases from insurance companies, state and federal law enforcement agencies, attorneys, parents, students, faculty and staff. According to the Massachusetts Public Records Law, retrieve information; review and redact as needed. Submit to supervisor for approval; disseminate information on non-routine matters. Collect payments for processing of document reproduction and complete paperwork for deposits to the Bursar’s Office.
- Maintain confidentiality and awareness of CORI information and the regulations regarding the dissemination of information.
- Complete background checks and compile necessary data for state and federal law enforcement agencies.
- Comply with Commonwealth of Massachusetts regulations for the destruction and maintenance of crime reports, accident/moving violation reports and time and attendance records.
- Locate and retrieve data from University Information Systems.
- Greet public at lobby window; assess/determine needs and seek appropriate actions. Receive and distribute packages.
- Receive lost and found items and other documents when the station officer is unavailable.
- Remain up-to-date on new software applications, PeopleSoft, Tritech/Perform department system and other campus-specific applications.
- Work independently and efficiently in an organized office environment with minimal supervision.
- Perform other duties as assigned.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- High school diploma or equivalent plus a minimum of three (3) years of office experience.
- Proficient in Microsoft Windows, Word, and Excel.
- Ability to work accurately with figures and meet established payroll deadlines.
- Ability to effectively communicate with the public utilizing interpersonal skills and relate to a diverse population.
- Ability to anticipate and adapt to peak workload periods.
- Ability to establish and maintain good working relationships among co-workers, other University staff and the community.
- Ability to exercise discretion and compliance with existing laws in handling confidential information.
- Ability to organize, set priorities, work with minimal supervision and follow through on assignments.
- Ability to type with minimal errors and high attention to detail.
- Ability to establish and maintain a filing system.
- Ability to maintain departmental records and prepare reports from such records.
- Working knowledge of the operation and application of various office equipment.
- Ability to exercise sound judgment and communicate effectively, both written and orally.
- Ability to use computer and software programs as necessary.
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
Physical Demands/Working Conditions
- Typical office environment activity.
- Supervised by the Deputy Chief of Police.
- Monday–Friday, 8:30AM-5:00PM
- 37.5 hours per week
Special Instructions to Applicants
Please complete online application, submit resume and contact information for three (3) professional references.
UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.
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