Police Records Clerk jobs in Tennessee

The Records Clerk is responsible for processing various program transactions that are handled by the Records Department and executing incident reports as well as coordinating the VUPS Property Room.  This role will engage with the Vanderbilt community, and its customers, answering questions and completing interactions at the service window. This role may also provide statistical reports and complete worksheets for various departments within VUPS.

The Records Department manages all the incident reports, and other forms written by VUPS uniformed personnel, the departmental Property Room, and the Lost and Found phone line.  Reporting directly to the Manager of Records, the Records Clerk collaborates with departments throughout the VU and VUMC campuses as well as with other law enforcement agencies.

About the Work Unit:

Vanderbilt University Public Safety comes under the charge of the Office of the Senior Associate Vice Chancellor/Chief of Police for the Division of Administration. The Public Safety Department includes a staff of over 300 people.  The department is organized into four Divisions: Administration, Operations, General Services, and Emergency Management. The Department employs commissioned officers, non-academy-trained officers for security-related functions, and administrative personnel.

Duties and Responsibilities

• Trains new employees during pre-services as well as provides refresher training during in-service, to VUPS staff.
• Compiles, reviews, and disseminates statistical reports as needed.
• Analyze and interpret data in official police documents, during the validation process, to ensure information is classified correctly per TIBRS (Tennessee Incident Based Reporting System) requirements including verifying and assigning classification and offense codes based on the National Incident Based Reporting program set forth by the FBI (Federal Bureau of Investigation).
• Interview end users to determine requirements for data, reports, analyses, training, and data quality. Translates those requirements into technical specifications.
• Maintain the integrity of the Master Name Index by assigning/checking names for verification and validation.
• Provide secondary review and final review of information to maintain the integrity of incident information allowed to migrate into the RMS (Records Management System).
• Enter police records into the RMS system and retrieve incident reports for submission to the official repository (Metropolitan Nashville Police Department, Records Division).
• Provide Quality Control to maintain compliance, based on standards set forth by governing agencies, i.e., TBI and CALEA (Commission on Accreditation for Law Enforcement Agencies).
• Maintain detailed knowledge and understanding of the TIBRS program.
• Maintain a general knowledge of the federal statute CLERY Act and an understanding of offenses.
• Check the accuracy of incident reports submitted electronically and provide the final validation before being accepted into the RMS database.
• Maintaining police records per standards set forth by VUPS Policy as well as the accrediting bodies of CALEA, IACLEA, TCAP
• Acts as the main contact for Lost and Found University and Medical Center-wide by answering questions and responding to inquiries, providing information, and addressing concerns.
• Maintains appropriate documentation of incidents to ensure compliance with Vanderbilt policies and procedures, as well as those of the TBI and FBI.

Qualifications

• A high school diploma or GED is required.
• Associate degree from an accredited institution of higher education is preferred.
• Maintain current certification of TIBRS Data Collection through the TBI is required. 
• A valid driver's license in the State of TN is required.
• 18 years of age is required.

Experience and Skills:

• Two years of relevant work experience is necessary. 
• Ability to perform complex tasks and prioritize multiple projects is necessary.
• Strong organizational skills including attention to detail is necessary. 
• Experience using Word, Excel, PowerPoint, and other computer programs is necessary. 
• Experience working with the public and providing excellent customer service through verbal and written communication is necessary. 
• Ability to analyze data and create pivot tables, is necessary.
• Excellent communication skills working with the public and providing excellent customer service through verbal and written communication are required. 
• Demonstrated ability to work independently and collaboratively is necessary.

Physical Requirements:

• Moderate physical effort. 
• Must be able to lift twenty (25) pounds. 
• Mobility and ability to assist in the movement of objects.

 Working Environment:

• Seldom or never exposed to unpleasant working conditions. 
• Environment may be stressful requiring the ability to multi-task. 
• May be required to work during special events held on campus. 

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are.  We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. 

Vanderbilt University is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law. 

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.