Law Enforcement Records & Property Manager
Law Enforcement Records & Property Manager
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
The Law Enforcement Records and Property Manager is a civilian leadership role within the Vanderbilt University Public Safety Department (VUPS). This position oversees the administration of all law enforcement and security-related records and property including criminal and non-criminal reports physical and digital evidence found property and seized items. The manager ensures compliance with applicable federal state and institutional regulations related to records retention property handling and data security.
Reporting directly to the Police Inspector the manager must have in-depth knowledge of records management systems Tennessee public records laws property and evidence procedures and reporting requirements mandated by the Tennessee Bureau of Investigation (TBI). This includes compliance with the Tennessee Incident-Based Reporting System (TIBRS/NIBRS) and Criminal Justice Information Services (CJIS) standards.
About the Work Unit:
Vanderbilt University Public Safety (VUPS) is led by the Office of the Chief of Police in the VU Division of Administration. VUPS is a dedicated team of over 400 professionals committed to fostering a safe secure and welcoming environment for the Vanderbilt community. The department includes commissioned officers security professionals and administrative staff working across a variety of specialized units.
Duties and Responsibilities
Supervise day-to-day operations of the Records and Property Unit including oversight of civilian staff.
Ensure the timely and accurate processing classification and secure storage of police reports citations and digital records.
Coordinate crime data reporting to the Tennessee Bureau of Investigation (TBI) in accordance with TIBRS/NIBRS requirements.
Manage the intake documentation storage release and disposal of property and evidence maintaining proper chain-of-custody and compliance with state and federal standards.
Oversee the intake storage and disposition of lost and found items in accordance with university policy.
Oversee the digital evidence lifecycle including coordination with IT and legal departments for storage access retention and redaction of video and digital media.
Respond to requests for public records subpoenas court orders and other legal inquiries in accordance with the Tennessee Public Records Act FERPA and university policy.
Maintain data integrity and ensure controlled access to sensitive information in compliance with CJIS and institutional privacy standards.
Develop and update departmental policies and procedures for records and property ensuring alignment with best practices accreditation standards (e.g. CALEA IACLEA) and legal requirements.
Train and support staff and sworn officers in the use of records management systems (RMS) evidence tracking software and documentation practices.
Generate reports analytics and dashboards related to crime trends incident volumes property status and departmental performance.
Assist with audits inspections and accreditation reviews involving records or property.
Manage expungement requests and coordinate court-ordered record or property dispositions.
Supervisory Relationships:
This position supervises administrative support staff responsible for both records management and property/evidence control. The position reports administratively and functionally to the Police Inspector.
Qualifications
- A bachelors degree in criminal justice public administration records management or another applicable field is required.
- Obtaining CJIS and NCIC certification within 6 months of hire is required.
- A masters degree or professional certificate in public administration business administration organizational leadership project management or another applicable field are preferred.
Certifications from relevant professional organizations such as TIBRS NCIC IAPE are preferred.
- Must have and maintain a valid drivers license and a satisfactory driving record.
- Vanderbilt University engages a third party to provide up-to-date notifications regarding negative changes to motor vehicle records.
Experience and Skills:
A minimum of four(4) years: preferred (5) years of experience in a criminal justice records and/or property environment with supervisory or management experience is required.
Working knowledge of Tennessee records laws TIBRS/NIBRS and CJIS requirements is required.
Experience with Records Management Systems (RMS) is required.
The ability to maintain the highest level of confidentiality and data integrity is required.
Strong proficiency in Microsoft Office Suite and data entry systems is required.
- Experience supporting accreditation standards and processes through CALEA IACLEA or other governing or certifying bodies is preferred.
Familiarity with university and higher education operations is preferred.
Experience with TIBRS or prior liaison work with the Tennessee Bureau of Investigation is preferred.
Experience with digital records/evidence systems including video redaction and cloud-based storage platforms is preferred.
Physical Requirements:
- Moderate physical effort including standing walking and lifting up to twenty-five (25) pounds.
- Exposure to sensitive or graphic information in reports and records.
- Ability to assist with the physical movement or organization of stored property.
Working Environment:
Rarely exposed to unpleasant working conditions.
- May occasionally be exposed to strong odors associated with stored property.
The environment may be stressful or time sensitive requiring the ability to multitask.
May be required to work during special events held on campus.
Responsibilities
- Manage and supervise criminal justice records and property operations for the Vanderbilt University Public Safety Department.
- Ensure compliance with Tennessee records laws TIBRS/NIBRS and CJIS requirements.
- Maintain the highest level of confidentiality and data integrity for all records and property.
- Support accreditation standards and processes through CALEA IACLEA or other relevant bodies.
- Liaise with the Tennessee Bureau of Investigation and other external agencies as required.
- Utilize Records Management Systems (RMS) and digital records/evidence systems including video redaction and cloud storage.
- Supervise and mentor a team of records and property staff providing guidance and training as needed.
- Stay updated on industry best practices and emerging technologies in records and property management.
- Collaborate with other departments and stakeholders to ensure efficient and effective record-keeping practices.
- Perform other related duties as assigned by the department head or designee.
Qualifications
- Bachelors degree in criminal justice public administration records management or a related field is required.
- Masters degree or professional certificate in public administration business administration or a related field is preferred.
- Minimum of 4 years of experience in a criminal justice records and/or property environment with 5 years preferred.
- Supervisory or management experience is required.
- Working knowledge of Tennessee records laws TIBRS/NIBRS and CJIS requirements is essential.
- Experience with Records Management Systems (RMS) is mandatory.
- Proficiency in Microsoft Office Suite and data entry systems is required.
- Experience supporting accreditation standards through CALEA IACLEA or similar bodies is preferred.
- Familiarity with university operations and higher education environments is an asset.
- Valid drivers license and a satisfactory driving record are mandatory.
Required Experience:
Manager
Employment Type
Full-Time
