"UPD Administrative Service Manager - Framingham State University"

GENERAL STATEMENT OF DUTIES:

The position is a supervisory administrative position responsible for a range of administrative and clerical duties. The employee reports directly to the Chief of Police and Deputy Chief of Police with the responsibility of maintaining confidentiality in all police business. The position will support administrative tasks of the University Police Department, including payroll, purchase requisitions, police department budget management, and other administrative duties assigned by the Chief of Police.

This position also manages the operations of the University ID Office, housed within the University Police Department. The University's ID Office provides support for all uses of University ID cards on campus. It provides access services and data administration for the University card access system, and University housing. In addition, data services are provided to several departments on campus for various purposes, including building access, food services, vending, athletic center, parking lot access, labs, and other secure University areas. Work involves responsibility for supervising student employees engaged in support for all uses of University ID cards on campus. Work also involves considerable contact with faculty, staff, and students to ensure quality and efficiency for the user. Independence is exercised in determining procedures and scheduling operations.

SUPERVISION EXERCISED:

Student Workers

SUPERVISION RECEIVED:

Chief of University Police and Deputy Chief

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

• Keeps up to date with all departmental rules and regulations, state statutes, contracts, and communication standards related to the University Police Department operations.
• Responsible for a range of clerical and administrative duties, including but not limited to:
• Maintaining and updating departmental files. This includes updating personnel and training files for all department employees with accurate information for the purpose of documentation related to training attendance, position changes, advancements, Massachusetts Police Accreditation, and injuries, etc., and forwarding all originals of documentation to Human Resources.
• Record keeping on the in-house computer-aided dispatch records management systems,
• Preparing, processing, and approving the police department's payroll. This includes the collection of timecards in HRCMS, entering attendance, and submitting data for payroll of the University Police Department employees, ID Office staff, etc.
• Receiving leave requests,
• Distribution of business office checks,
• Preparation of correspondence for the Chief of Police,
• Maintaining reports in compliance with State and Federal Public Records Laws,
• Maintaining accurate spreadsheets on expenditures and balances of the police department budget, including uniform allowances for departmental personnel,
• Submitting and entering purchase order requests for the ID Office and University Police department,
• Processing billing and payments related to the university and outside police details, and
• Compiling statistical reports and the department budget.
• Interviews prospective employees for the University Police Department and ID Office.
• Supervises subordinate employees in the performance of their individual responsibilities within the ID office.
• Inspects work in progress and upon completion to ensure that quality and quantity standards are met.
• Will work with the Dean of Students Office and Human Resources, as a liaison between the departments on campus pertaining to police reports and other matters.
• Establishes maintenance schedules, oversees routine maintenance, and arranges for service on equipment within the police department and ID Office, while working in conjunction with Information Technology Services.
• Oversees materials inventory, ordering, file maintenance, etc. for the University Police Department and ID Office.
• Assist in developing, implementing, and enforcing all publications and policies that are distributed by the University Police Department and ID Office.
• Confers with sales representatives and supervisors regarding new equipment purchases.
• Assist with parking assignments and parking permit distribution.
• Performs related work and other administrative functions as assigned by the Chief of Police.
• Ensures that affirmative action, equal opportunity and diversity are integrally part of all actions and decisions within the scope of duties.
• Designated as a Campus Security Authority under the Clery Act.
• Responsible for reporting to the Equal Opportunity Officer or Title IX Coordinator knowledge or receipt of reports of discrimination, discriminatory harassment, and retaliation from students or other members of the university community.

This position is considered essential, requiring the employee to work during periods of inclement weather, and emergencies. Some holiday, weekend, and evening work will be required during peak periods of the University operations.

WORKING CONDITIONS:

This is an on-site position, primarily working in a shared office space, that will require the employee to sit and/or stand for extended amounts of time.

JOB REQUIREMENTS:

MINIMUM QUALIFICATIONS

• High School Diploma or GED equivalent.
• Strong Interpersonal skills.
• Experience using an enterprise data system, and Microsoft Office or related software.
• Strong written and oral communication skills and the ability to prepare written memos.

PREFERRED QUALIFICATIONS

• Associate's or Bachelor's Degree.
• At least 1 year of work experience in a supervisory position with operational oversight responsibility.
• Knowledge and familiarity of Johnson Controls (Tyco) C-Cure 9000 software.
• Demonstrated knowledge of higher education principles, practices, and procedures.
• Ability to work effectively with Students, Faculty, and Staff.
• Ability to exercise sound judgment, in stressful situations.
• Ability to maintain an accurate records system.
• Ability to establish and maintain effective working relationships with others.
• Ability to make accurate and rapid arithmetical calculations.
• Ability to understand and carry out complex oral and written instruction.

Candidates who are bilingual in English and Spanish or English and Portuguese are strongly encouraged to apply.

ADDITIONAL INFORMATION:

This is a full-time, non-exempt, benefits-eligible position in the Association of Professional Administrators (APA) bargaining unit with a title of Staff Assistant. The salary range is $60,000-65,000.

Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.

Framingham State University is an equal opportunity/affirmative action employer.

Members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.