Records Manager

University of Florida; Gainesville (FL); On-site; USD 34,000 - 36,000; Full time

Job summary

The University of Florida Police Department on Main Campus (Gainesville, FL) seeks a Records Manager to handle processing, maintenance and destruction of police reports and history records, coordinate UCR/NIBRS reporting, and ensure accurate indexing in the records system.

Responsibilities include data integrity, dashboard/report creation, and coordinating public information releases in accordance with state laws. Veteran's preference eligible, with stringent compliance responsibilities.

Qualifications

• High school diploma or equivalent with four years of relevant experience or equivalent combination of education and experience.
• Familiarity with records management and public information laws; ability to compile and analyze data.
• Ability to create dashboards and reports for department leadership.

Responsibilities

• Oversee processing, maintenance and destruction of police reports and criminal history records.
• Coordinate FBI/FDLE UCR/NIBRS reporting and public information requests.
• Ensure accuracy of police reports and proper indexing in the records management system.
• Assist with accreditation processes and preparation of required reports.
• Coordinate court-ordered sealings/expungements and background checks as needed.
• Maintain liaison with law enforcement/judicial agencies and partners.

Skills

Office procedures

Law enforcement policies

Verbal communications

Written communications

Data collection

Public records laws

Problem solving

Planning and organizing

Teamwork

Dashboard/reporting

Tools

Records management system

Job description

Records Manager

Job No: 541082

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Law Enforcement/Security, Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department: 73010000 - UPD-ADMINISTRATIVE DEPARTMENT

Job Description

Classification Title:

Administrative Assistant II

Classification Minimum Requirements:

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Job Description:

Responsible for performing the administrative and functional activities associated with the University of Florida Police Department Records Section. Examples of work performed include coordinating the processing, maintenance and proper destruction of all police generated reports and criminal history records; coordinating the Federal Bureau Investigation and Florida Department of Law Enforcement Uniform Crime Reporting and NIBRS process; Insuring that police reports are accurately completed to assist with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act; training associated personnel as to duties and responsibilities; and making recommendations to senior management regarding issues affecting functional and operational efficiency of the unit. Name Candidate the names listed in each report so that they are properly indexed and entered into the records management system. Insure that all issued case numbers are accounted for and properly entered into the system. Responsible for ensuring the integrity of the data maintained in the department's automated police records management system. Import photos and other data from the Alachua County Jail Records system into the Department's records management system. Assist with the creation of Dashboards and Reports related to information stored in the Records Management System. Coordinate the dissemination of public information in conjunction with UF's General Counsel's office as it relates to police records, photos, audio and video files in accordance with public information laws of the State of Florida. Performs administrative activities associated with Accreditation. Assists with the collection of documents for compliance of each standard; assists with preparation of required reports to be submitted to accrediting organizations; attends review sessions, and assist with training of personnel as it relates to policies/procedures; Coordinate the processing of court ordered sealing of records, court ordered police records expungements and other confidential reports according to established procedures and legal requirements. Coordinate the processing of criminal records checks for various agencies/officials according to established procedures and legal requirements. Coordinate the distribution, collection and processing of Uniform Citations, maintaining appropriate files/records as required by Florida Law; prepare management reports for use by department management. Department records liaison with the Florida Department of Law Enforcement and other law enforcement/judicial agencies. Maintain agreements, Memorandum of understandings and contractual agreements between UFPD and other governmental agencies. Maintain any other UFPD documents, agreements or records as necessary for UFPD Administration Personnel.

Expected Salary:

$25 - $25.38/hour.

Required Qualifications:

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Preferred:

Knowledge of office procedures and practices; knowledge of law enforcement and court related operating policies and procedures; knowledge of the principles and techniques of effective verbal and written communications; knowledge of the methods of data collection; knowledge of basic arithmetic; knowledge of personal computer work processing and database management; ability to compile and analyze rules, regulations, policies and procedures. Ability to deal with the public in a tactful and courteous manner; ability to perform basic arithmetical calculations; ability to work independently; ability to utilize problem-solving techniques; ability to plan, organize and coordinate work assignments; ability to communicate effectively verbally and in writing; ability to establish and maintain effective working relationships with others; ability to learn and understand public record laws; ability to change and adapt when laws, policies and procedures are enacted or modified.

Special Instructions to Applicants

This position is eligible for Veteran's preference.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No

Applications Close: 07 September 2026

Our Commitment:

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.