Department Assistant , Public Safety

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.41 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Working under general direction, the Department Assistant 3 will provide administrative support to five departments within the Case Western Reserve University division of Public Safety (Administration, Police, Communications, Fixed Post Security and Security Systems). Perform varied duties of an administrative/clerical nature requiring accuracy. Responsible for the efficient management of all office functions including customer service, special event management, scheduling, tracking, and reporting.

Perform data entry of confidential criminal reports, provide reporting and tracking, manage building maintenance issues, department files, etc.

• Has overall responsibility for smooth functioning of the division headquarters. Serve as the initial point of contact for visitors to the headquarters building. Control and verify building access, answer questions, deal with contractors, vendors, and guests. Manage the bike registration program, to include issuing of permits and maintaining accurate records. Serve as point of contact for students in registering of bikes and updating documentation for both Public Safety and Student Housing records.
  
  (20%)
• Facilitate communications between department and the university. Act as Public Records request administrator for the division. Function as the division’s primary point of contact for special event requests involving police and security officers from the division. Post, schedule, and coordinate coverage for all requested events. Coordinate billing for coverage provided to both internal university and external users. (20%)
• Organize, plan meetings, special events, agendas etc. Schedule events and help coordinate catering and other event requirements for the executive director and other department members as needed. (10%)
• Maintain confidential records. Ensure overtime forms are correctly filled out by officers. Update and ensure the accuracy of the Division's overtime tracking board. Process overtime pay. Serve as an Automated Records Management System (ARMS) administrator for the division. Ensure police and security reports are accurate and disseminate as needed to internal university departments. Review and audit reports within the system for accuracy and grammar.
  
  Work with police and security supervisors to follow up on corrections as needed. (15%)
• May authorize routine department expenditures, prepare, or assist in preparing budgets, reconcile monthly expense statements, budget analysis/forecasting, and verifying expense reports. Maintain the headquarters inventory and order office and other supplies for the building as needed. Track divisional expenditures on internal (non-billed) overtime, share data with and make recommendations to the executive director regarding overtime expenditures. Assist other divisional personnel with budget tracking, identifying trends and forecasting as necessary.
  
  Work with Detective Bureau staff for internal/ external billing for fingerprint/background check services. (10%)
• Coordinate workflow between departments as needed. Receive and evaluate public records requests for division records. Respond and coordinate with other university departments such as office of General Counsel as necessary regarding the release of reports and records to individuals and groups external to the university. (10%)
• Involved with more complex/difficult matters. Manage and maintain the division’s quality assurance program, to include gathering, storing and evaluating quality assurance questionnaires and from both internal and external users of public safety services. (10%)

Perform other duties as assigned. (5%)

Department:
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