Technical Clerk II
Pellissippi State Community College
Knoxville, TN
Full-time
Information Services / Technology (IT)
Posted on March 15, 2024
Title: Technical Clerk II
Department: Campus Police
Number of Positions: 5
Classification: 3/On campus
Position #: 690150
Type of Appointment: Full-Time
Pay Rate: $29,540.00 - $35,860.00/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.
Required Documents Needed to Upload at Time of Application: Resume, transcripts and three professional references.
Reference check requirements:
• Non-supervisory roles: three current or former supervisors or two current or former supervisors and one professional reference
• Personal references (friends, clergy, customers, relatives) are not considered acceptable references.
Position Summary: The overall purpose of this position is to provide administrative support to the Pellissippi State Police Department by handling such tasks as data entry, filing, answering phones, etc. This role ensures smooth operations and effective communication within the department and with its stakeholders.
Essential Functions:
40% Review and record accident and Police Incident Reports into the Campus Police database. Act as Primary (RAC) Reporting Agency Coordinator for the (TBI) Tennessee Bureau of Investigation and submit crime data directly into the (TIBRS) Tennessee Incident Based Reporting System. Review, track and verify TBI annual Crime on Campus Report to ensure department crime statistics are reported accurately. Maintain Daily Crime Log as per Department of Education guidelines and track campus crime statistics for Annual Security Report. Access the TBI Sex Offender Registry each semester and as needed to track student or employee Sexual Offender status. Maintain Sexual Offender reports file as per federal Campus Sex Crimes Prevention Act guidelines and Pellissippi State College Policy 06:39:00. Other duties as assigned.
30% Review college events scheduled (on all campuses) in the "25Live" scheduling system and provide updated information to police supervision to ensure Police and Security personnel are scheduled to work when necessary and required equipment and supplies are reserved for those events. Correspond with other department schedulers when required information is omitted or when additional information is needed to properly schedule Police/ Security personnel for an event. Represent the Campus Police department at weekly Administrative Scheduler meetings.
15% Create requisition purchase forms for annual department expenditures. Research office equipment and supply items to be purchased for department and prepare requisition forms in the SciQuest (Pellibiz) system. Review requisition forms submitted by other members of the department to ensure accuracy and completeness. Track department expenditures in the SciQuest (Pellibiz) system to ensure invoices are accurate and promptly paid. Review and track "Requests for Leave" and "Leave Reports" for department personnel and provide administrative and clerical support to the Chief of Police, Deputy Chief, Sergeants, Police Officers, and other department staff.
5% Assist as necessary with operating the central alarm panel when a fire or security alarm is activated and during emergency drills. Assist with informing department supervisors of alarm conditions and emergency situations. Assist with coordinating and directing local police, fire, and EMS personnel in responding to an emergency on campus.
5% Process parking/traffic violation tickets and validate owner/operator information in the State of Tennessee's vehicle registration database. Log ticket information into the Campus Police database. Process ticket appeal forms, notify appellants of information regarding hearing date, recruit and establish new Ticket Appeal Review Committee every month (for integrity reasons). Conduct Ticket Appeal Hearings and notify appellants of hearing results via email and USPS. Process and deliver hearing results and tickets (that have not been appealed by the due date) to the Business Office for processing. Another task that needs to be added, probably here is: Reviewing the daily Vehicles Left on Campus Log. I track which vehicles have been left here more than 2 days that have the potential to be of concern for the college of abandoned/stolen property, missing persons, etc.
5% Manage and maintain the online Employee Parking Permit process and verify credentials of those requesting permits. Distribute parking permits to new employees and other employees on an as needed basis. Reclaim permits from employees who are discontinuing employment with the college.
Biennially evaluate and compare parking permit samples from assorted vendors. Assess and update design of parking permits so new permits differ from previous design (so new permits can be easily identified). Process and distribute new parking permits to all college employees every other year.
Note: The College reserves the right to change or reassign job duties, or combine positions at any time.
Key Results Areas: This position requires excellent organization skills and attention to detail. The ability to maintain detail accuracy while multitasking is essential for this position. Prompt intervention or response may be necessary during emergency situations. A mistake during an emergency situation could result in a delayed response by emergency medical or police personnel. Clerical errors could result in inaccurate tabulation of department crime statistics which would skew Tennessee State (TBI), Federal (FBI) and Dept. of Ed. crime statistics.
Job Requirements:
Skills & Abilities:
Being proficient in a second language would be helpful at times but it is not required for this position. Organizational skills, attention to detail and the ability to multitask in a fast paced environment are essential. Knowledge of Banner, SciQuest & 25Live, TBIRS, Microsoft Office or similar products are helpful. The ability to engage in the College's mission and values is required by all College employees.
Responsibility for Accuracy:
Typographical errors and math miscalculations would generally be caught by the employee or someone else in a subsequent step. Work quantity and quality is verified by department supervisors and the Chief of Police. Verification of work quality is checked periodically and is focused on verifying the accuracy of crime and incident reporting, accurately accounting for expenditures, event scheduling, and managing employee time records. Employee errors could affect accuracy of crime data reporting, financial transactions, and scheduling of employees and equipment for special events. Inaccurate crime data reporting could result in substantial fines from the Dept. of Education. Errors is scheduling could result in inadequate Police/Security coverage for a major event. Errors in financial transactions could result in overpayment for services or equipment.
Financial Impact:
This position is directly responsible for maintaining an inventory of office supplies to cover five supervisors and eight other employees. Inadequate job performance could result in excess inventory or damage to office supplies on hand.
Budgetary: This position is responsible for preparing invoices and tracking expenditures.
Judgement and Decisions:
This employee is relied upon to make decisions specifically related to this position based on their training and years of experience in this position. Most decisions are made independently and become effective immediately. Questions related to complicated and unfamiliar circumstances and questions concerning crime statistic reporting and major event scheduling are reviewed by the Chief of Police.
Complexity & Creativity:
A significant portion of each work day involves analyzing details listed on police incident reports to ensure all crimes are properly reported to the Tennessee Bureau of Investigation (T.B.I.) and entered into the Tennessee Incident Based Reporting System (T.I.B.R.S). A T.I.B.R.S. manual is available to guide Reporting Agency Coordinators, it lists definitions, classifications, guidelines and examples of properly classified crimes. A T.B.I auditor can be contacted to answer questions not addressed in the manual.
A significant portion of time is also spent each day analyzing events scheduled in the colleges event scheduling database (25Live). A manual is available for 25Live but it only touches the basics of system capabilities and use. Knowledge and attention to details are required to become proficient at reviewing events in the 25Live system for the Campus Police Department. Intimate knowledge of the types of events and the needs of each department is also essential in assuring police/security personnel are properly scheduled along with needed equipment and/or supplies. In some cases, one event could possibly negatively affect another event if additional details are not added to the 25Live event schedule.
Technical knowledge and a solid familiarity with both of the above listed databases is necessary to become proficient with those tasks.
Multitasking and prioritizing tasks while maintaining accuracy is essential to this position. The complexity of having to interrupt one task to address a higher priority task and then have to stop that task to address an alarm or emergency is distracting and can test one's ability to concentrate and focus. Creative thinking is necessary to address and manage these responsibilities professionally and in proper priority.
Personal Contacts:
Regular contact is made with students, faculty, staff, and college administrators from all departments and at all levels. Regular contact is made with Auditors from the Tennessee Bureau of Investigation (T.B.I.), 911 operators, local law enforcement, local fire departments and other emergency responders. Occasional contact is made with vendors who provide services, equipment and supplies.
Nature of Contacts:
The majority of contact with the college community revolves around requests for assistance and addressing those requests. Contact with local law enforcement and first responders is generally made to request emergency assistance. Regular contact is made with the Tennessee Bureau of Investigation (T.B.I.) to provide information or to discuss a situation to gain a better understanding of how to classify a crime or how to log a crime in the Tennessee Incident Based Reporting System (T.I.B.R.S.).
Budgetary:
This position is responsible for preparing invoices and tracking expenditures.
Physical Demands:
The majority of the work day is spent sitting and working on a computer viewing information on a computer screen and answering phone calls and communicating a portable radio. Some standing and walking is involved when addressing walk in requests for assistance, addressing emergency alarms on the alarm panel, and when delivering or picking up the department mail.
Hazards:
The employee in this position is regularly exposed to numerous students, employees, and visitors throughout the work day who enter the office requesting assistance. This exposure increases the likelihood of catching a cold, the flu, or other sickness or disease, especially during the cold and flu season.
Exposure to a Blood Borne Pathogen is also possible as students, employees and visitors regularly enter this office and request assistance while they are bleeding.
Although remote, the possibility of an active shooter situation on campus is possible. Serious injury would be a probable result if an active shooter entered the Campus Police Office.
Full-time Employment Benefits:
Pellissippi State Community College is an EEO/AA/Title VI/Title IX/Section 504/ADA employer
If you have any problems or questions please contact Human Resources at Pellissippi State Community College's Human Resource Office at 865-694-6607 or by email at recruiting@pstcc.edu .
If you are interested in this position, click on Apply located below or Apply Now in the upper right-hand corner.
#mrp
Department: Campus Police
Number of Positions: 5
Classification: 3/On campus
Position #: 690150
Type of Appointment: Full-Time
Pay Rate: $29,540.00 - $35,860.00/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.
Required Documents Needed to Upload at Time of Application: Resume, transcripts and three professional references.
Reference check requirements:
• Non-supervisory roles: three current or former supervisors or two current or former supervisors and one professional reference
• Personal references (friends, clergy, customers, relatives) are not considered acceptable references.
Position Summary: The overall purpose of this position is to provide administrative support to the Pellissippi State Police Department by handling such tasks as data entry, filing, answering phones, etc. This role ensures smooth operations and effective communication within the department and with its stakeholders.
Essential Functions:
40% Review and record accident and Police Incident Reports into the Campus Police database. Act as Primary (RAC) Reporting Agency Coordinator for the (TBI) Tennessee Bureau of Investigation and submit crime data directly into the (TIBRS) Tennessee Incident Based Reporting System. Review, track and verify TBI annual Crime on Campus Report to ensure department crime statistics are reported accurately. Maintain Daily Crime Log as per Department of Education guidelines and track campus crime statistics for Annual Security Report. Access the TBI Sex Offender Registry each semester and as needed to track student or employee Sexual Offender status. Maintain Sexual Offender reports file as per federal Campus Sex Crimes Prevention Act guidelines and Pellissippi State College Policy 06:39:00. Other duties as assigned.
30% Review college events scheduled (on all campuses) in the "25Live" scheduling system and provide updated information to police supervision to ensure Police and Security personnel are scheduled to work when necessary and required equipment and supplies are reserved for those events. Correspond with other department schedulers when required information is omitted or when additional information is needed to properly schedule Police/ Security personnel for an event. Represent the Campus Police department at weekly Administrative Scheduler meetings.
15% Create requisition purchase forms for annual department expenditures. Research office equipment and supply items to be purchased for department and prepare requisition forms in the SciQuest (Pellibiz) system. Review requisition forms submitted by other members of the department to ensure accuracy and completeness. Track department expenditures in the SciQuest (Pellibiz) system to ensure invoices are accurate and promptly paid. Review and track "Requests for Leave" and "Leave Reports" for department personnel and provide administrative and clerical support to the Chief of Police, Deputy Chief, Sergeants, Police Officers, and other department staff.
5% Assist as necessary with operating the central alarm panel when a fire or security alarm is activated and during emergency drills. Assist with informing department supervisors of alarm conditions and emergency situations. Assist with coordinating and directing local police, fire, and EMS personnel in responding to an emergency on campus.
5% Process parking/traffic violation tickets and validate owner/operator information in the State of Tennessee's vehicle registration database. Log ticket information into the Campus Police database. Process ticket appeal forms, notify appellants of information regarding hearing date, recruit and establish new Ticket Appeal Review Committee every month (for integrity reasons). Conduct Ticket Appeal Hearings and notify appellants of hearing results via email and USPS. Process and deliver hearing results and tickets (that have not been appealed by the due date) to the Business Office for processing. Another task that needs to be added, probably here is: Reviewing the daily Vehicles Left on Campus Log. I track which vehicles have been left here more than 2 days that have the potential to be of concern for the college of abandoned/stolen property, missing persons, etc.
5% Manage and maintain the online Employee Parking Permit process and verify credentials of those requesting permits. Distribute parking permits to new employees and other employees on an as needed basis. Reclaim permits from employees who are discontinuing employment with the college.
Biennially evaluate and compare parking permit samples from assorted vendors. Assess and update design of parking permits so new permits differ from previous design (so new permits can be easily identified). Process and distribute new parking permits to all college employees every other year.
Note: The College reserves the right to change or reassign job duties, or combine positions at any time.
Key Results Areas: This position requires excellent organization skills and attention to detail. The ability to maintain detail accuracy while multitasking is essential for this position. Prompt intervention or response may be necessary during emergency situations. A mistake during an emergency situation could result in a delayed response by emergency medical or police personnel. Clerical errors could result in inaccurate tabulation of department crime statistics which would skew Tennessee State (TBI), Federal (FBI) and Dept. of Ed. crime statistics.
Job Requirements:
- A high school diploma/equivalent is required for this position. Formal training plus on the job experience is required to become competent in assessing and/or logging information in the Tennessee State T.I.B.R.S crime incident recording database, The TBI Sexual Offender database, the PSCC crime incident database, the Live25 event scheduling database, the SciQuest (Pellibiz) purchasing database and multiple databases covered under the Banner computerized information system.
- Two years of related experience is required.
Skills & Abilities:
Being proficient in a second language would be helpful at times but it is not required for this position. Organizational skills, attention to detail and the ability to multitask in a fast paced environment are essential. Knowledge of Banner, SciQuest & 25Live, TBIRS, Microsoft Office or similar products are helpful. The ability to engage in the College's mission and values is required by all College employees.
Responsibility for Accuracy:
Typographical errors and math miscalculations would generally be caught by the employee or someone else in a subsequent step. Work quantity and quality is verified by department supervisors and the Chief of Police. Verification of work quality is checked periodically and is focused on verifying the accuracy of crime and incident reporting, accurately accounting for expenditures, event scheduling, and managing employee time records. Employee errors could affect accuracy of crime data reporting, financial transactions, and scheduling of employees and equipment for special events. Inaccurate crime data reporting could result in substantial fines from the Dept. of Education. Errors is scheduling could result in inadequate Police/Security coverage for a major event. Errors in financial transactions could result in overpayment for services or equipment.
Financial Impact:
This position is directly responsible for maintaining an inventory of office supplies to cover five supervisors and eight other employees. Inadequate job performance could result in excess inventory or damage to office supplies on hand.
Budgetary: This position is responsible for preparing invoices and tracking expenditures.
Judgement and Decisions:
This employee is relied upon to make decisions specifically related to this position based on their training and years of experience in this position. Most decisions are made independently and become effective immediately. Questions related to complicated and unfamiliar circumstances and questions concerning crime statistic reporting and major event scheduling are reviewed by the Chief of Police.
Complexity & Creativity:
A significant portion of each work day involves analyzing details listed on police incident reports to ensure all crimes are properly reported to the Tennessee Bureau of Investigation (T.B.I.) and entered into the Tennessee Incident Based Reporting System (T.I.B.R.S). A T.I.B.R.S. manual is available to guide Reporting Agency Coordinators, it lists definitions, classifications, guidelines and examples of properly classified crimes. A T.B.I auditor can be contacted to answer questions not addressed in the manual.
A significant portion of time is also spent each day analyzing events scheduled in the colleges event scheduling database (25Live). A manual is available for 25Live but it only touches the basics of system capabilities and use. Knowledge and attention to details are required to become proficient at reviewing events in the 25Live system for the Campus Police Department. Intimate knowledge of the types of events and the needs of each department is also essential in assuring police/security personnel are properly scheduled along with needed equipment and/or supplies. In some cases, one event could possibly negatively affect another event if additional details are not added to the 25Live event schedule.
Technical knowledge and a solid familiarity with both of the above listed databases is necessary to become proficient with those tasks.
Multitasking and prioritizing tasks while maintaining accuracy is essential to this position. The complexity of having to interrupt one task to address a higher priority task and then have to stop that task to address an alarm or emergency is distracting and can test one's ability to concentrate and focus. Creative thinking is necessary to address and manage these responsibilities professionally and in proper priority.
Personal Contacts:
Regular contact is made with students, faculty, staff, and college administrators from all departments and at all levels. Regular contact is made with Auditors from the Tennessee Bureau of Investigation (T.B.I.), 911 operators, local law enforcement, local fire departments and other emergency responders. Occasional contact is made with vendors who provide services, equipment and supplies.
Nature of Contacts:
The majority of contact with the college community revolves around requests for assistance and addressing those requests. Contact with local law enforcement and first responders is generally made to request emergency assistance. Regular contact is made with the Tennessee Bureau of Investigation (T.B.I.) to provide information or to discuss a situation to gain a better understanding of how to classify a crime or how to log a crime in the Tennessee Incident Based Reporting System (T.I.B.R.S.).
Budgetary:
This position is responsible for preparing invoices and tracking expenditures.
Physical Demands:
The majority of the work day is spent sitting and working on a computer viewing information on a computer screen and answering phone calls and communicating a portable radio. Some standing and walking is involved when addressing walk in requests for assistance, addressing emergency alarms on the alarm panel, and when delivering or picking up the department mail.
Hazards:
The employee in this position is regularly exposed to numerous students, employees, and visitors throughout the work day who enter the office requesting assistance. This exposure increases the likelihood of catching a cold, the flu, or other sickness or disease, especially during the cold and flu season.
Exposure to a Blood Borne Pathogen is also possible as students, employees and visitors regularly enter this office and request assistance while they are bleeding.
Although remote, the possibility of an active shooter situation on campus is possible. Serious injury would be a probable result if an active shooter entered the Campus Police Office.
Full-time Employment Benefits:
- Insurance Options: Health, Dental, Vision, Life, Short/Long-term Disability, FSA/HSA
- Wellness Incentive Program, if enrolled in health plan
- Educational Assistance: Fee Waiver, Spouse/Dependent discounts, Audit/Non-Credit, Reimbursement Program
- Employee Assistance Program
- Retirement Options: Tennessee traditional pension plan option (TCRS), 401k with $100 company match, 457, 403b
- Employee Discount program with over 900+ companies
- 14 Paid Holidays/Year Includes paid days off the last week of December
- Sick Leave Bank
- Longevity Pay
- Many opportunities for professional development
Pellissippi State Community College is an EEO/AA/Title VI/Title IX/Section 504/ADA employer
If you have any problems or questions please contact Human Resources at Pellissippi State Community College's Human Resource Office at 865-694-6607 or by email at recruiting@pstcc.edu .
If you are interested in this position, click on Apply located below or Apply Now in the upper right-hand corner.
#mrp
