Police Records and Accreditation Coordinator - Hospital Police Department
 UNC Health Care | |
 United States, North Carolina, Chapel Hill | |
 Apr 01, 2025 | |
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Job Description
Description Become part of an inclusive organization with over 40,000 teammates, whose mission is to improve the health and well-being of the unique communities we serve. Summary: Responsibilities: Records Management Oversee the maintenance, security, and accessibility of agency records, including police reports, case files, and administrative documents. Train others using verbal and written communication as needed. Ensure records retention and destruction comply with state, federal, and local laws. Manage the electronic records management system (RMS), ensuring accurate data entry, timely updates, and effective troubleshooting. Prepare complex forms, reports, presentations, and other documents requiring advanced proficiency with software. Create, proofread, and edit correspondence and documents for internal and external circulation based on existing templates. Procure and file records, research lost or missing records, and post information to records in accordance with established procedures and systems. Verify records for accuracy and compliance with applicable rules and procedures. Resolve discrepancies by contacting appropriate offices to obtain missing information and correcting errors. Respond to public records requests while maintaining confidentiality and compliance with legal guidelines. Assist in preparing crime statistics and data for internal use and public reporting. Serve as a second level of response to customer inquiries and complaints in person, by phone, or through electronic communication. This may include coordinating with third-party providers. CALEA Accreditation Management Serves as the CALEA Accreditation Manager, ensuring compliance with accreditation standards. Maintains up-to-date documentation and proofs of compliance for all CALEA standards. Coordinates internal reviews, audits, and assessments to ensure ongoing compliance with accreditation requirements. Prepares and submits annual reports and updates to CALEA. Coordinates preparation for on-site CALEA assessments, including organizing materials and scheduling staff participation. Develops and implements policies and procedures that align with accreditation standards in collaboration with department leadership. Attends CALEA conferences and local police coalition/network meetings and coordinates attendance for other agency representatives. Keeps abreast of the accreditation process, including proposed changes to standards, transition policies, or process updates, and evaluates their impact on the agency. Provides accreditation training for agency personnel, assigns and coordinates accreditation workgroups, and makes recommendations to the CEO. Drafts written directives or assigns writing projects to achieve accreditation objectives. Maintains CALEA files and uses the CALEA Accreditation Power DMS software to track accreditation activities. Reviews complex and technical issues related to CALEA standards and the accreditation process. Evaluates the agency's written directive system to ensure alignment with CALEA standards. Maintains frequent contact with the CALEA Program Manager. Identifies and ensures compliance with applicable standards by establishing agency systems such as inspections, audits, reports, and analyses to maintain accreditation. Prepares written proofs or utilizes other methods to assist assessors in verifying compliance with standards. Maintains agency accreditation files and complies with CALEA's public information requirements. Partners with the Clery Act compliance coordinator and collaborates with the university to ensure the medical center's statistics are provided in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. Conducts information research and analysis, markets assigned programs, and manages fund or program development, including pre- or post-grant administration. Computer Literacy Skilled in the effective operation of modern office and computer equipment and various software packages, including but not limited to Word, Excel, and PowerPoint. Administrative Support Provide comprehensive administrative support to the Administrative Police Captain, including drafting policies, reports, and correspondence, as well as assisting with departmental projects and initiatives. Responsibilities include coordinating meetings, maintaining calendars, and managing communications related to records and accreditation functions. Ensure proper training for police department employees on all new and revised policies and conduct orientation sessions to familiarize staff with the accreditation process. Review and write new or updated policies to ensure compliance with established standards, collaborating with Hospital Legal staff to confirm adherence to applicable laws. Act as a liaison between police administration, department employees, and external agencies in all accreditation efforts. Maintain a standardized format for policies, ensuring they are reviewed and revised on a scheduled basis. Regularly report to the Chief of Police or designee, as well as key staff, on the department's accreditation compliance status. Perform other related duties as assigned to support the department's objectives. Education Preference: Bachelor's degree in criminal justice, public administration, or related field required. Experience/Knowledge/Skills Preference: Two (2) to Four (4) years of experience in research methods, organizing, preparing, and coordinating a wide range of projects, reports, and files within a law enforcement agency or a similar environment. A strong knowledge of records retention laws, data management systems, and confidentiality practices. Familiarity with CALEA accreditation standards and processes. Proficiency: Familiar with records management software and Microsoft Office Suite. Excellent organizational, analytical, and problem-solving skills. Strong verbal and written communication abilities. Ability to manage multiple tasks and deadlines with attention to detail. Ability to work independently and collaboratively in a law enforcement environment. Follows through on implementation. CALEA Accreditation Manager Certification preferred. Other Information Other information: Job Details Legal Employer: STATE Entity: UNC Medical Center Organization Unit: Hospital Police Department Work Type: Full Time Standard Hours Per Week: 40.00 Salary Range: $20.53 - $34.10 per hour (Hiring Range) Pay offers are determined by experience and internal equity Work Assignment Type: Onsite Work Schedule: Day Job Location of Job: US:NC:Chapel Hill Exempt From Overtime: Exempt: No This is a State position employed by UNC Health Care System with UNC Health benefits. If, however, you are presently an employee of another North Carolina agency and currently participate in TSERS or the ORP, you will be eligible to continue participating in those plans at UNC Health. Qualified applicants will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. | |