"OUPD Records Assistant"

Job Description

The OUPD Records Assistant performs administrative support-oriented duties to include, but not limited to, the management and storage of departmental records following specific rules and instruction. Supports the maintenance and retention of records processing. Provides assistance regarding records management, data entry, and monitoring security cameras. Supports the Records Manager and serves as a Campus Security Authority (CSA) by fulfilling training and reporting obligations related to campus safety protocols. May assist with emergency calls, service requests, and incident process. Ensures the University complies with all Federal and State laws relating to records management. Hiring contingent upon successful completion of background check to include a successful Criminal Justice Information System (CJIS) certification.

Duties:

• Receives incoming calls for department and refers to appropriate personnel
• Supports day-to-day coordination of the unit, including incoming and outgoing mail, and fingerprinting services
• Updates CAD (Dispatch software), inputting case information and paperwork
• Database management; collecting data and report preparation
• Processes open records requests & LEA records requests and evidence requests
• Responsible for records management system reports and correspondence while maintaining confidentiality of all records and CJIS requirements.
• Maintains stored information in a concise and uniform manner to ensure an efficient records center
• Ensures all records are accurately identified prior to storage
• Provides accurate, up-to-date information regarding records retention guidelines and ensures compliance with records retention requirements
• Controls internal reporting and filing systems
• Provides customer service and building escort to OUPD guests
• May run errands for department and provide backup to the OUPD Dispatch team
• Assist with Special Events support on Norman campus as required
• Performs various duties as assigned to successfully fulfill the function of the position

Job Requirements

Required Education and Experience: High School Diploma or GED, AND:

• 24 months office, clerical, administrative experience.

Skills:

• Knowledge of basic HIPAA records handling standards and general office procedures
• Ability to provide excellent customer service
• Excellent verbal and written communication skills
• Ability to obtain information from all relevant sources
• Ability to analyze information in order to choose the best solution and solve problems
• Must be proficient in all Microsoft Office (Word, Outlook, Excel)
• Excellent interpersonal skills
• Ability to work independently and as a team player
• Ability to complete tasks in an efficient and timely manner
• Detail oriented for accuracy of data and information
• Ability to multi task, be organized, and self-motivated
• Ability to work in stressful situations

Certifications:

• Valid driver's license may be required for work in certain areas for the performance of specific job duties.

Advertised Physical Requirements:

• Sit and stand for prolonged periods
• Communicate effectively and listens
• Engage in repetitive motion
• Use of computer and telephone
• Stand, stoop, bend, and reach
• Must be able to lift 50lbs from ground level

Departmental Preferences:

• Previous experience dispatching for a public safety organization
• OLETS certification, or ability to become OLETS certified within six months of hire
• Bilingual in conversational Spanish and English
• Dispatch Experience

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.

Hiring contingent upon a Background Check?: Yes

Special Indications: Hiring contingent upon police records check, Hiring contingent upon driver's license check

Job Posting: Nov 20, 2025

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