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Terminal Agency Coordinator

Job ID: 305082

Location: Columbus State University

Full/Part Time: Full Time

Regular/Temporary: Regular

About us

Great universities inspire the very best in us. They nurture new ideas, fresh perspectives, and creative problem-solving. They challenge students to discover their passions - and to turn those passions into thriving careers that improve our world.

Columbus State University is exactly that kind of place. With exceptional facilities, ideal class sizes, and unique field experiences, our students have room to create. Here, every faculty and staff member is part of the educational process, actively mentoring students and championing each new step in their journey.

Located just 100 miles southwest of Atlanta, CSU is part of the University System of Georgia and offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees. Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays (if applicable). Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

Department Information

University Police

Job Summary

This is a professional administrative and compliance position responsible for departmental compliance, records management, criminal justice information systems administration, procurement support, and related administrative functions for a Board of Regents institution. The position serves as the primary administrative support resource for the Chief of Police and assists with administrative, compliance, records management, and operational support functions necessary for the effective management of the department. The position provides administrative, compliance, and records management support to department leadership, maintains compliance with Georgia Crime Information Center (GCIC) and National Crime Information Center (NCIC) requirements, serves as the department's State Certified Terminal Agency Coordinator (TAC), and acts as the custodian of records generated by the police department. The employee is responsible for maintaining, securing, retaining, and managing departmental records in accordance with applicable laws, regulations, and university policies, including confidential law enforcement, personnel, compliance, and administrative records and information.

As the designated TAC, the employee ensures the department's compliance with all applicable GCIC, NCIC, Department of Driver Services (DDS), and related state and federal regulations governing criminal justice information systems. Responsibilities include maintaining required certifications, conducting internal audits of GCIC data and system usage, preparing documentation for state audits, ensuring the department's continued ability to access, enter, modify, validate, and clear records within authorized criminal justice databases, and serving as the department's primary point of contact for criminal justice information systems compliance and related audits. The position is also responsible for maintaining GCIC/NCIC certifications and training records and ensuring compliance with applicable certification and training requirements.

The position requires knowledge of, or the ability and willingness to learn, GCIC, NCIC, departmental policies and procedures, records management practices, and applicable laws and regulations. The employee must be able to exercise sound judgment and make decisions within established legal, regulatory, and departmental guidelines.

Additional responsibilities include providing administrative support for departmental purchasing and procurement activities in accordance with University System of Georgia and university purchasing requirements, processing purchase orders, coordinating FBI fingerprint-based background checks and criminal history checks, providing customer service to university community members and visitors, maintaining departmental records, managing records retention and destruction in accordance with university and state requirements, maintaining GCIC/NCIC certifications and training records, preparing reports, correspondence, presentations, and other administrative documents, and providing administrative and executive support to the Chief of Police and other department leadership as assigned.

Work is reviewed through observation, conferences, reports, audits, and evaluation of results achieved.

Responsibilities

Significant Duties & Responsibilities include:

• Provides administrative, compliance, and records management support to the Chief of Police and departmental leadership.
• Serves as the department's State Certified Terminal Agency Coordinator (TAC) and maintains compliance with all applicable Georgia Crime Information Center (GCIC), National Crime Information Center (NCIC), Department of Driver Services (DDS), and related state and federal regulations.
• Maintains required TAC certifications and oversees departmental compliance with criminal justice information system requirements.
• Conducts internal audits of GCIC/NCIC transactions, records, validations, and system usage and prepares documentation for state audits and inspections.
• Maintains GCIC/NCIC certifications, training records, and compliance documentation for departmental personnel.
• Creates electronic requisitions through eProcurement (ePro) and routes purchasing documents for approval in accordance with university purchasing requirements.
• Processes purchase orders and maintains procurement documentation in accordance with University System of Georgia and university policies.
• Processes FBI fingerprint-based background checks and statewide criminal history checks.
• Completes and submits Uniform Crime Reports (UCR), National Incident-Based Reporting System (NIBRS) reports, validations, EQUEST submissions, and other required state and federal reporting requirements.
• Maintains Uniform Traffic Citation records and related documentation in accordance with applicable laws and regulations.
• Maintains an updated list of departmental employee contact information and emergency notification information.
• Serves as the custodian of departmental records and maintains records and reports in paper, electronic, and other approved formats.
• Maintains, secures, retains, and manages confidential law enforcement, personnel, compliance, and administrative records and information in accordance with applicable laws, regulations, records retention schedules, and university policies.
• Coordinates records retention and destruction activities in accordance with university and state records management requirements.
• Prepares reports, correspondence, memoranda, presentations, spreadsheets, and other administrative documents.
• Provides customer service and information to students, faculty, staff, visitors, and members of the public.
• Assists with departmental audits, accreditation activities, inspections, compliance reviews, and special projects as assigned.
• Provides administrative and executive support to the Chief of Police and other department leadership as assigned.

Required Qualifications

Required Qualifications include:

• High school diploma or Georgia State accredited GED certificate required.
• Completion of Georgia POST Dispatcher certification or ability to obtain certification.
• No felony convictions or crimes of moral turpitude.
• Valid driver's license.
• Georgia GCIC TAC (Terminal Agency Coordinator) designation or ability to obtain certification.

Preferred Qualifications

Preferred Qualifications include:

• Associates Degree or higher preferred.
• Knowledge of Federal Communication's Rules and Regulations.
• Knowledge of NCIC and GCIC Rules and Regulations.
• Familiar with State Purchasing rules and regulations.
• Budget experience.

Proposed Salary

The proposed annualized salary range for this position is $43,784 - $45,000 and includes full benefits.

Knowledge, Skills, & Abilities

Knowledge, Skills, & Abilities include:

• Must maintain the certification requirements necessary to serve as the department's Georgia Crime Information Center (GCIC) Terminal Agency Coordinator (TAC).
• Knowledge of, or the ability and willingness to learn, GCIC, NCIC, Department of Driver Services (DDS), and related criminal justice information systems.
• Knowledge of, or the ability and willingness to learn, applicable federal and state laws, regulations, policies, and procedures governing criminal justice information systems, records management, records retention, and information security.
• Knowledge of departmental policies and procedures.
• Knowledge of records management, records retention, filing systems, and administrative recordkeeping practices.
• Knowledge of purchasing, procurement, budgeting, and financial recordkeeping principles.
• Ability to prepare accurate reports, correspondence, presentations, and administrative documents.
• Ability to maintain confidential law enforcement, personnel, compliance, and administrative records and information.
• Ability to conduct audits, reviews, validations, and compliance-related activities.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain effective working relationships with students, faculty, staff, vendors, governmental agencies, and members of the public.
• Ability to organize, prioritize, and manage multiple assignments while meeting deadlines.
• Skill in the operation of computers, office equipment, and work-related software applications.
• Knowledge of work-related computer applications and basic accounting principles.
• Ability to exercise sound judgment and discretion when handling sensitive and confidential information.

Contact Information

If you have any questions, please contact Jamie Bailey, Hiring Manager, via email at bailey_jamie2@columbusstate.edu.

USG Core Values

The University System of Georgia is comprised of our 25 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Institutional Values

• Excellence: Actively engaging outstanding methods in teaching, academic discovery, creative pursuits, student success, cultural enrichment and the overall campus community.
• Creativity: Pursuing distinction through inquiry and innovation, challenging convention and focusing on solutions.
• Engagement: Dynamic civic involvement and participation of students, faculty, staff and alumni in the university experience.
• Sustainability: Advancing fiscal responsibility, well-being, innovation, lifelong learning and environmental stewardship.
• Inclusion: Cultivating and championing a campus environment that welcomes diverse backgrounds, ideas, perspectives and practices.
• Servant Leadership: Leading through ethical empowerment and service.

Conditions of Employment

All selected candidates are required to submit and successfully pass a background investigation to include reference checks and verification of academic credentials (if applicable). Other additional requirements may be required based upon specific position duties:

• A credit check completed for Positions of Trust and or approved departmental Purchase Card usage;
• Pre-employment drug testing for positions with high-risk responsibilities.
• Motor vehicle reports are required for positions that are required to drive a Columbus State University fleet vehicle or other vehicle designated as a fleet vehicle. A successful drug screening will be required as a condition of employment a randomly thereafter.

Applicants for positions of trust may be asked to disclose criminal record history during the initial screening process and prior to a conditional offer of employment.

For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation.

All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond. Additionally, all members of the USG community must adhere to the USG Statement of Core Values must also be aware of and comply with the Board of Regents policies on Freedom of Expression and Academic Freedom.

Equal Employment Opportunity

Columbus State University is proud to be an equal employment, equal access, and equal educational opportunity institution. It is the policy of our institution to recruit, hire, train, promote and educate persons without regard to race, color, national or ethnical origin, age, disability, gender, religion, sexual orientation, gender identity or veteran status as required by applicable state and federal laws.

Other Information

This is a supervisory position.

This position does not have any financial responsibilities.

This position will not be required to drive.

This role is considered a position of trust.

Background Check

• Position of Trust + 9 panel drug test

Special Applicant Instructions

Visit Columbus State University's online Careers portal to drive your career with us! The online applicant system provides you with the ability to review job opportunities and apply to those that you are interested in and feel qualified for. Each job posting has a summary description of the position and required qualifications. All job applications must be submitted through the online portal system.