Police Records Custodian & Quartermaster

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

University Police Administration

Time Type:

Full time

Job Type:

Regular

FLSA Status:

Non-ExemptFull On Campus Presence

Excluded

Summary:

The Police Records Custodian & Quartermaster will perform essential duties in support of the Police Administration unit of the department of University Police & Emergency Management.  This position will serve as the primary custodian for all police records, property and evidence.  They will also serve as the Quartermaster and oversee the purchase and maintenance of all police equipment and uniforms.

Essential Functions:

1.) Police Quartermaster

• Oversee the processing of police equipment and uniforms for University Police. Ensures that items are properly stored and secured. Maintains control of equipment and uniform inventory, including associated documentation. Purchases and distributes new equipment and uniforms; and destroys/retires old equipment and uniforms. Researches equipment options; and establishes and maintains relationships with vendors in order to ensure cost-effectiveness of purchases. Coordinates closely with departmental administrators, supervisors and other personnel, regarding equipment needs.

2.) Records Management

• Controls the receipt, inspection, filing, disposition and distribution of all police records. Ensures confidential information is protected according to FERPA, HIPAA and University policy. Coordinates the distribution of records with Police Operations and Investigations & Threat Assessment. Receives and processes records requests from involved parties. Receives and processes background check requests from investigators. Sorts and prepares documents for scanning, proofs and verifies documents for accuracy before scanning and archiving. Conducts departmental training on police records processes.

3.) Property and Evidence Management

• Acts as primary department property and evidence custodian in accordance with the department’s policies and procedures. Maintain an IAPE (International Association for Property and Evidence) membership through required in-service training. Collects, logs and secures found/lost property and evidence following policies and procedures according to department policy and protocol. Maintains chain of custody logs and ensures appropriate paperwork is submitted for release of property/evidence. Conducts property and evidence inventories, and maintains the evidence and property database. Inspects property and evidence submitted by police officers for compliance with department policies. Determines the appropriate disposition of property and evidence in compliance with court orders, policies and procedures, and any applicable laws. Coordinates the appropriate disposal of property and evidence with the DC Police, AU Environmental Health & Safety, and other agencies. Conducts departmental training on property and evidence processes.

4.) Fleet Management Duties

• Serves as the Fleet Manager. Develop and implement annual vehicle replacement programs and coordinate vehicle outfitting and preventative maintenance. Maintain fleet inventory records and conduct periodic vehicle inspections.

Competencies:

• Serving Customers.

• Prioritizing and Organizing.

• Supporting Coworkers.

• Driving Continuous Improvement.

• Acquiring and Analyzing Information.

Position Type/Expected Hours of Work:

• Full-time.

• 40 hours per week.

• This is a civilian (non-sworn) position.

• This position will operate Monday - Friday, hours set between 7:00AM and 7:00PM with approved schedule from supervisor. 

• This position is not considered essential personnel and will function on the University holiday and administrative day schedule.

• This classification is in an office environment requiring mostly sedentary activities for the majority of the workday, with the ability to carry 25 lbs up and down stairs.

Salary Range:

• $26.11 - $30.18 per hour.

Required Education and Experience:

• High school diploma or equivalent.

• 1 - 3 years of relevant experience.                     

• At least two (2) years of relevant full-time work experience in law enforcement.

Preferred Education and Experience:

• Bachelor's degree or equivalent.                                           

• Property and Evidence Specialist Certification with the International Association for Property & Evidence.

• 2 - 4 years of relevant experience.                                          

• Experience in a university policing environment.

• Experience with handling police records using a records management system like ARMS.

• Experience with managing the custody of evidence and property, preferably using software like Tracker Products.

Additional Eligibility Qualifications:

• Strong oral and written communication skills and the ability to interact in a diverse community.

• Ability to handle confidential information with sensitivity and discretion.

• Ability to work with minimal supervision and multi-task.

• High level of organization and attention to detail.

• Proficient with Microsoft Office.

• Must possess a valid driver's license and obtain university driving privileges.

• Must have demonstrated knowledge of records and inventory systems, criminal procedures, records, evidence and property retention requirements.

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package. Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.

• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• American University is an E-Verify employer.

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email [email protected].

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.