UPD Administrative Associate

Posted: 10/17/2024

Montana State University Billings is a preferred employer in the region-WE WANT YOU!
The following are reasons why you should join our team:

Work-life balance
Holidays-10 paid holidays per year and 1 Floating Holiday
Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)
Sick Leave – Earned at an accrual rate of .0416125 for each hour in pay status.
Employee and Dependent Tuition Waiver
Opportunities to engage in professional development opportunities
Committed to employee wellness and access to a robust Employee Assistance Program
Medical Benefits that are robust and affordable
Visit MUS Benefits to learn more about our benefit package including
- Medical, Vision, and Dental
- Life Insurance and Long Term Disability are incorporated into our benefits.
- Learn more about our retirement benefits at MUS Retirement.
Opportunities for career growth and a variety of career paths
Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.
Beautiful campus environment that features our MSUB Mile walking path

The Administrative Associate III, in the University Police Department at Montana State University Billings, is responsible for dispatching police officers, logging daily activity, greeting the public at the counter, answering telephone lines, general office management, coordinating physical upkeep of office equipment, processing fingerprint appointment fees, and maintenance and retrieval of police records. This position processes all business transactions pertinent to the University Police Department. The Administrative Associate also assists with maintaining the University Police Department’s fleet of patrol vehicles and managing the university’s lost and found. This individual supports the Clery Compliance Program Specialist with various Clery Act compliance and records management duties.

DUTIES and RESPONSIBILITIES:

General Office

Answer phone lines and take & deliver accurate messages
Provide customer service at the counter (in person) and over the telephone
Provide direction and guidance to campus visitors
Inventory and order all office supplies
Coordinate office machine repair
Cash handling
Reconcile cash and check transactions
Dispatch officers and coordinate with other agencies
Accurate maintenance and retrieval of police and safety records
Reconcile monthly billing statements
Code and route invoice for payments
Print and verify charges in the Operating Transactions Ledger
Initiate and complete travel arrangements
Order equipment and uniforms as necessary
Coordinate response for intrusion and fire alarm calls
Maintain fire and intrusion alarm accounts and monitoring lists
Monitor university surveillance camera system
Coordinate patrol vehicle repairs as needed
Reserve campus space and submit required forms for law enforcement meetings and training
Submit Facility Services FAMIS reports for identified safety issues and areas requiring repair
Maintain equipment replacement schedule
Assist with updating University Police department website as necessary
Prepare monthly and annual budget reports
Identify, coordinate, and communicate information internally and externally regarding university events that impact UPD operations or require officer presence.
Assist in hiring process and supervision of student work study employees.
Other duties as assigned

Records Management

Review Computer Aided Dispatch (CAD) for complete and accurate information
Review Case Management for complete and accurate information
Assist with identifying crimes for Clery Act compliance on as needed basis
Law enforcement transcription
Other duties as assigned

Clery Act Compliance Activities & Coordination

Attend formal training on the Clery Act provided by D. Stafford & Associates
Coordinate with UPD administration to ensure compliance of the Daily Crime Log and Fire log
Coordinate with each University campus to ensure Clery Act Compliance
Review and maintain a current, accurate listing of buildings and properties owned and/or controlled by the University
Other duties as assigned

Lost and Found

Initiate regular collection of non-valuable items from each building’s lost and found
Answer incoming calls on lost and found items
Maintain lost property records board
Input found property into ARMS
Maintain found property records board
Keep track of found items for disposal dates
Identify owners of found property using university resources
Make initial and follow-up contact with owners of found property with phone calls, emails, or letters
File all found property in an ARMS entry after item has been returned or item has reached its disposal date
Contact Admissions and Records about found U-Cards
Coordinate with Facilities Services to return found university keys
Dispose of unclaimed property per University Police policy

University Police Vehicles

Maintain patrol vehicle records
Research, complete and submit bids for new patrol vehicles according to state bidding procedure
Prepare paperwork for vehicles rotated out of service
Coordinate patrol vehicle repairs as needed
Track vehicle activity and scheduled maintenance
Maintain, track usage, and process billing for all UPD fuel cards
Pair monthly fuel reports with fuel receipts
Complete annual vehicle inventory
Code and route invoices for payment
Other duties as assigned

Fingerprint Services

Prepare fingerprint form with customer’s information
Print additional cards as necessary
Assist with appointment schedule
Accept/record payment and reconcile deposit
Manage budget and supplies
Fingerprint customers as necessary

QUALITIES:

Personal

Ability to multi-task, function under stress, exercise confidentiality and accountability, relay both written and verbal information, maintain accuracy in reports, and properly handle money
Organization, time management, bookkeeping, and problem-solving skills

Professional

Working knowledge of Microsoft Office products (Outlook, Word, and Excel), T2, and Banner
Ability to prepare and reconcile various types of reports
Knowledge of records management processes
Maintain accurate reports and records
Knowledge of primary duties, policies, and procedures

PHYSICAL DEMANDS: Ability to sit, stand, and walk (outside and in the office). Ability to occasionally lift various weights (less than 50 pounds).

Education Required:

High School Diploma or GED.

Montana State University Billings is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University Billings makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference or request accommodation, contact the Human Resources Office, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406-657-2278, employment@msubillings.edu.

MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: http://www.msubillings.edu/humres/eeos.htm

TO APPLY: https://employment.msubillings.edu/postings/7208

MSU Billings

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