As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
The University of Washington campus is a beautiful campus. It takes the commitment of our police force, security personnel and the involvement of the community to create a safe and secure environment for students, faculty, staff, and visitors. The University of Washington Police Department (“UWPD”) is committed to involving the community in solving crime problems through community policing practices and keeping the community educated as to safe practices to protect yourself and your property. This also requires a commitment from the community in helping us by taking responsibility in reporting crimes, suspicious activities, and practicing good and practical crime prevention techniques.
As an agency of the university community, UWPD provides law enforcement to the largest college and stadium in Washington State. We also provide security to visiting dignitaries and during demonstrations. The Police Department serves a vital role in the safety, security, and success of the University of Washington. Our purpose is to serve and protect the students, staff, faculty and all people and property within the jurisdiction of that community.
The Police Department serves a vital role in the safety, security, and success of the University of Washington. Our purpose is to serve and protect the students, staff, faculty and all people and property within the jurisdiction of that community. Police services are available 24 hours a day, every day of the year.
The University of Washington Police Department actively collaborates with our community to create a safe and secure campus through education, problem solving and enforcement. We use innovative practices, continuing training and partnerships to provide professional public safety services, thereby reducing crime and the fear of crime. In doing so, we foster and maintain an environment that supports the well-being of our students, staff, faculty and visitors.
The University of Washington Police Department aspires to be a world leader in innovative campus public safety practices. Our commitment to excellence supports the campus community’s pursuit of academic and research goals in an environment free of crime and the fear of crime.
The University of Washington Police Department is a team of full-time and part-time commissioned, civilian & volunteer personnel dedicated to ensuring the safety and security of the University of Washington campus. We are committed to the highest standards of professionalism and ethical behavior, and we conduct ourselves with P.R.I.D.E. in all we do.
We have an outstanding opportunity for UWPD Records Administrator to manage the Records bureau and will serve as a source of expertise, of all records-related services, to ensure compliance with state and federal mandates, processing of reports, public disclosure procedures and requests, and will be responsive to criminal justice agency records dissemination as required. All activities will support the mission and goals of the UWPD. Criminal Justice records are governed by state and federal regulations and the incumbent must be familiar with the regulations and remain compliant with these standards at all times.
The incumbent will participate in the planning, design, development, of future records systems and all system upgrades. The major Records Management system is New World. Other records systems include but are not limited to LERMS, Stancil, LinX, and other ancillary systems. Use and coordination with WSP ACCESS, FBI UCR, FBI NIBRS and compliance with the Clery Act are part of the UWPD Records Administrator responsibilities.
1. Administration of Record Services
Will serve as the overall day to day administrator of the records unit. Executes efficacious administration of record services including, but not limited to, record systems, networks, applications, data, and related databases
Facilitates meticulous record keeping, processes and public disclosure procedures of the department wide records
Review responsive records for appropriate redaction and withholding exemptions
Maintains log and accountability of all pending and completed public disclosure requests
Serves as a primary support and subject matter expert for records, data, public disclosure, and retention procedures
Evaluate, analyze and make recommendations regarding public disclosure requests, union requests for information and records management for the department
Provide oversight to support staff and management of archiving and destruction of records
Ensure timely destruction of department records, both physical and electronic, in a safe and confidential manner, and in accordance with the department’s retention and destruction schedule
Maintains awareness to ongoing support trends and advances recommendations for improvements within the records unit
Conduct an annual review of the records management system and recommend opportunities for improvements in records unit procedures; maintain knowledge of advances in records management systems
2. Compliance, Policies and Procedures
Utilizes industry expertise to ensure compliance with state and federal regulations such as UCR, NIBRS, CLERY
Submit draft departmental records policies for review when appropriate
Reviews submitted policy drafts for initial issues and/or questions, research references and identify other related policies
Ensure policies are reviewed on annual basis
3. Interdepartmental and Agency Communications
Act as primary liaison between department and other UW departmental public disclosure partners
Coordinate and consult with UWPD staff, campus and record keeping partners to develop and maintain standards
Coordinates with internal Information Technology unit on best practices to track, store and maintain records
Resolve internal and external client concerns using a high level of customer service
Use discretion to triage confidential and sensitive information
Creates, utilizes and implements customized training curriculum to train and instruct users on forms, records management policies, procedures, and systems
This is an opportunity to join a team of men and women who are committed to the highest standards of professionalism and service and to work in an environment that is focused on-going employee development.
UWPD is very proud to be the only police agency in Washington that has achieved triple accreditation, CALEA, IACLEA, and WASPC.
Bachelor's Degree in Business Administration or related field and/or an Associate's degree with equivalent experience in a public agency may be substituted.
Two (2) years of progressive Records Management or general office experience in a high volume, detail oriented environment including experience with both physical and electronic records management software and programs is required
Knowledge of/willingness to learn:
• Retention periods and dispositions schedules for public records • Facilitation and negotiation skills • Relevant agencies in county and state government • General government principles and procedures • Demonstrated knowledge of policy management
• Handle multiple competing priorities, organize and manage workload and make decisions necessary to respond in an expeditious manner • Exercise innovative thinking to identify creative solutions to complex problems • Work with technical staff to access records in electronic formats • Interact effectively and provide excellent customer services to internal and external customers • Maintain strict confidentiality and exercise discretion and sound decision making when handling sensitive documents • Apply quantitative and qualitative analysis, as well as, evaluate data for decision-making • Work independently and with a diverse population
Additional Skills & Abilities:
• Demonstrated skills in records, archives or project management • Demonstrated skill in conducting searches in electronic and paper document filing systems • Excellent oral and written skills including clear and meticulous documentation skills • Demonstrated computer skills (i.e., using Word, Outlook, Excel, Access, and Adobe Pro) • Professional level oral and written communication and public speaking skills • Demonstrated ability to provide training and consultation to staff • Demonstrated problem-solving skills • Demonstrated ability to provide training and consultation to staff • Demonstrated ability to engage in collaborative teamwork • Must possess a valid driver’s license • Must be available to work a flexible schedule concerning shift hours and days of the week, to include call-back and holidays depending on department needs • Must have a high level of ability to multitask with audio, visual and manual tasks
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
• Demonstrated knowledge of Public Records regulations, including RCW 42.56 • Demonstrated knowledge of union requests for information under RCW 41.56
Conditions of Employment:
• Expected to perform the following or it is a critical part of the position: Standing, sitting, walking, hand dexterity (keyboarding/repetitive movements), reading, writing, hearing, talking, seeing, using the telephone, contact with general public, working alone.
• Must be able to lift/move 50 pounds.
• Working inside
Conditions of Employment:
• No felony convictions and no pattern of misdemeanor convictions that could compromise access to confidential records. • Employment is contingent upon successful completion of comprehensive background investigation. • 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.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
APPLICATION AND SELECTION PROCESS Application Deadline: Open until Filled Oral Boards: June/July
1. Apply on-line by the application deadline noted. A complete application includes:
• Copying/pasting a comprehensive and updated resume into your candidate profile; • Completing the US Work Authorization assessment; • Completing the Cover Letter assessment.
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
2. All information submitted will be considered to determine the applicant's qualifications for this position. Please ensure that your current email address is listed in your online candidate profile as well as in your resume. A Personal History Statement may be emailed you early for completion.
A completed Personal History Statement will be required for those who progress to the Background Investigation Process. Detailed information requested includes:
• Addresses of all residences; • Personal and Professional References; • Names and addresses of family members; • Arrests and criminal history; • Traffic driving record; • Military service; • Employment history; • Drug use; • Education history; • Memberships in professional organizations; • Financial information; • Copies of the following documents: High school diploma/GED certificate; Social Security card; Driver’s License; Birth Certificate (Certified copy); • Any other documents, certificates, resumes, performance evaluation reports, etc., which show your abilities and training for the position
3. Additional selection steps - includes a background investigation.
We anticipate the selection process to take 2 to 3 months. Finalists will be invited to participate in on–campus or Zoom interviews.
A background investigation is required of candidates for this position.
Reapplication is permitted at any time, except for candidates disqualified for reasons of prior felony convictions or non-correctable selection.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.