Clerk IV (UMass Police Department)

UMass Amherst Stroke Support Group; Amherst (MA); Hybrid; USD 42,000 - 54,000; Full time

Job summary

The University of Massachusetts Amherst seeks a Clerk IV for the UMPD to handle administrative, payroll, and records support. The role requires independent work with accuracy and confidentiality, especially around CORI information.

Hybrid work arrangement in Amherst, with a schedule of full-time hours. Responsibilities include payroll processing, document preparation, and liaison with departments to ensure compliant operations and timely information flow.

Qualifications

• High school diploma or equivalent.
• Three (3) years of experience to include office work and computer skills.
• Supervision experience.
• Working knowledge of Microsoft Office, including Word and Excel, and general office practices.
• Demonstrated proficiency with computer-based information, records management, documentation, tracking, and timekeeping systems, with the ability to learn and effectively use new software applications.
• Ability to accurately work with figures, maintain records, and meet established deadlines.
• Strong oral, written, and interpersonal communication skills, with the ability to work effectively with the public, coworkers, staff, and a diverse group of individuals.
• Strong organizational and time-management skills, including the ability to prioritize work, manage changing workloads, work independently, and complete assignments.
• Sound judgment and discretion when handling confidential information and following applicable laws, regulations, and guidelines.
• Accurate typing, attention to detail, and effective recordkeeping skills, including maintaining files and preparing reports.

Responsibilities

• Manages UMPD payroll and overtime functions, including processing payroll transactions and maintaining records.
• Prepares invoices for outside-detail, construction, and campus event overtime; coordinates with campus departments for timely billing.
• Updates attendance and payroll systems based on shift bids and workers’ compensation documentation.
• Hires, trains, and supervises 1–2 student employees and handles hiring paperwork.
• Maintains criminal records, accident reports, trespass paperwork, citations, and related documentation and distributes information as needed.
• Obtains and redacts records for public requests in accordance with laws and guidelines.

Skills

Strong communication

Time-management

Confidential information handling

Customer service

Education

Associate’s degree in business

Tools

Microsoft Office

Records management software

Payroll systems

Job description

Title: Clerk IV (UMass Police Department)

Executive Area: Student Affairs & Campus Life

College/School/MBU: University Police Department

Department: Police Operations

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid

Job Summary

The Clerk IV provides administrative, payroll, and records support to the University of Massachusetts Police Department (UMPD) including managing overtime assignments, maintaining police records, preparing documents, and assisting staff and the public. Ensures accuracy, confidentiality, and compliance with established policies and procedures while working independently with minimal supervision.

Essential Functions

• Performs UMPD payroll and overtime functions, including processing payroll transactions, tracking assignments, maintaining records, verifying reports, and ensuring compliance with campus policies.
• Prepares invoices for outside-detail, construction, and campus event overtime, coordinates with companies and campus departments to ensure timely billing and payment. Serves as a liaison with the University Payroll Office to resolve issues and clarify procedures.
• Ensures appropriate and timely payment for employees on protected leaves and completes and/or coordinates required Workers’ Compensation documentation, in accordance with applicable requirements. Updates computer attendance and payroll system based upon tri-annual shift bids.
• Hires, trains, and functionally supervises 1–2 student employees and completes student hiring paperwork as needed.
• Collects, reviews, processes, and maintains criminal records, accident reports, trespass paperwork, citations, and other related documentation. Ensures trespass paperwork is completed and processed appropriately and distributes information to the appropriate departments and offices as needed.
• Receives requests for information related to criminal and traffic matters from authorized individuals and organizations. Retrieves, reviews, and redacts records as appropriate in accordance with applicable public records laws and established guidelines. Submits records to supervisors for review and approval when required and provides information for non-routine requests.
• Maintains confidentiality and awareness of CORI information and the regulations regarding dissemination of information. Completes background checks and compiles necessary data for State and Federal law enforcement agencies. Maintains and destroys records in accordance with applicable state laws, regulations, and established guidelines.
• Maintains the department’s daily/Clery Crime Log, Clery Crime database, annual Clery activity file, and department website, as needed, in accordance with established practices.
• Assists with the preparation, design, and publication of the University’s Annual Security Report and attends training to maintain knowledge of Clery Act requirements, compliance standards, and regulatory changes.
• Serves as the departmental liaison with other departments, providing administrative and clerical support to facilitate employees’ access to and use of shared systems, processes, and services.
• Assists visitors, receives packages and documents, answers phones and emails, and provides office coverage as needed.

Other Functions

• Performs related duties, as assigned, or required. Understands responsibilities with respect to Title IX, Clery, and other compliance requirements.
• Demonstrates capacity, skill, and willingness to engage students, and contribute to student success.
• Understands responsibilities, with respect to conflicts of interest, and behaves in ways consistent both with law and with University policy.
• Contributes toward creating a positive and respectful workplace. Uses access to sensitive and/or not yet public University related information only in the performance of responsibilities of position and exercises care to prevent unnecessary disclosure to others.

Minimum Qualifications

• High school diploma or equivalent.
• Three (3) years of experience to include office work and computer skills.
• Supervision experience.
• Working knowledge of Microsoft Office, including Word and Excel, and general office practices.
• Demonstrated proficiency with computer-based information, records management, documentation, tracking, and timekeeping systems, with the ability to learn and effectively use new software applications.
• Ability to accurately work with figures, maintain records, and meet established deadlines.
• Strong oral, written, and interpersonal communication skills, with the ability to work effectively with the public, coworkers, staff, and a diverse group of individuals.
• Strong organizational and time-management skills, including the ability to prioritize work, manage changing workloads, work independently, and complete assignments.
• Sound judgment and discretion when handling confidential information and following applicable laws, regulations, and guidelines.
• Accurate typing, attention to detail, and effective recordkeeping skills, including maintaining files and preparing reports.

Preferred Qualifications

• Associate’s degree in business.

Additional Details

• Knowledge of rules, regulations, policies, procedures, standards and guidelines governing a Police Department.
• This position is subject to final budgetary and administrative approval.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

M-F: 8:30am - 5:00pm

This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement.

Salary Information

Pay Grade: USA/MTA Grade 13