Administrative Support Specialist - Advanced

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East Carolina University ( ECU) is consistently ranked among the nation's top public universities for its commitment to research, innovation, social mobility, and public service. Classified as a R1 institution by the Carnegie Commission on Higher Education, ECU is among the top 5% of research universities in the United States, an elite designation reflecting the highest levels of research activity, funding, and doctoral output.

Founded in 1907, ECU is a public, four-year university located in Greenville, N.C., which and is widely regarded as the cultural, educational, economic, and medical hub of eastern North Carolina. Through education, research, healthcare, community engagement, athletics, cultural enrichment, and service, ECU enhances the quality of life for its students, the state and communities around the world. It is a great place to work, teach, and learn.

ECU's commitment to impactful scholarship is further demonstrated through its repeated Carnegie Community Engagement Classification (2010, 2015, 2024), as well as its 2024 designation as a Carnegie Leadership for Public Purpose institution. These distinctions recognize the university's leadership in translating research into meaningful community partnerships and measurable societal benefits.

The university supports its workforce through a wide range of professional development opportunities designed to foster career growth and skill advancement. Eligible employees also benefit from a comprehensive benefits package that promotes a healthy work-life balance.

The East Carolina University Police Department is a professional police department providing the same level of service offered by a municipal police department, as well as other services unique to an academic institution. The department is responsible for the well being of everyone at the University 24 hours a day, 365 days per year. The average daily population served is approximately 40,000 including students, faculty, staff, and visitors. The department works closely with administrators, students, faculty, and staff to create and maintain a secure atmosphere. Its statutory arrest jurisdiction includes all University property as well as streets and sidewalks adjacent to the property. In addition, it participates in a mutual aid agreement with other local departments, including the City of Greenville, which gives University Officers jurisdiction in much of the city area surrounding the University. University Officers are also assigned to local multi-jurisdiction task forces.

The ECU Police Department consists of over 50 full-time sworn police officer positions and up to 10 sworn reserve officer positions that are certified by the State of North Carolina and 16 non-sworn departmental personnel. ECU Police Officers patrol university grounds on foot, in patrols cars, and on bicycles.

The primary purpose of this position is to serve as an Administrative Support Specialist for the East Carolina University Police Department, with responsibility for maintaining and managing all departmental police records in compliance with North Carolina General Statutes, departmental policies, and established business practices.

In addition to its core records management function, this position provides comprehensive administrative and business support to the department and divisional leadership. Responsibilities include coordination and execution of key business operations such as budget monitoring and reporting, purchase order processing, state procurement card (P-Card) administration, reconciliation of financial transactions, timekeeping support, and payroll coordination.

Records Management - Police Records Management: Maintain files on all police reports. These files will include but are not limited to; incident reports, arrest reports, accident reports, warning tickets, daily incident logs, state citations, trespass warning tickets, and traffic stop report forms. The files will be maintained according to the regulated standards set forth by the department and by federal and state laws. Submission of Reports: Weekly submission of DMV Accident Reports to Raleigh, NC that are completed by ECU Police department. Responsible for entering the data annotated on submitted Traffic Stop Report forms onto the SBI website. Posting of Incidents on Department Website: Utilize the Daily Incident Log to prepare daily posting of incidents on the department website. Monthly and Yearly Statistical Reports: Assist with pulling reports or statistical information for specialized reports. Court Ordered Expungements: Complete all court ordered expungements according to the standards set forth by federal and state laws. Work with the Investigations Lieutenant and the Telecommunications & Records Division Commander in completing these expungements in a timely manner. Report Distribution: Provide copies of requested reports. Follow departmental general orders and verbal guidance in the laws governing public information. This duty will require interaction with the public. Staff Interaction: Work with the Telecommunications and Records Division Commander regarding any questions, concerns, or errors within a report. Public and staff interactions could be via e-mail, telephone, or in person.

Operational Support Coordination of Services - Coordinate services such as support personnel, records control, and special management studies. Process Improvement - Study management methods to improve workflow, simplify reporting procedures, and implement cost reductions. Analyze unit operating practices such as record-keeping systems, forms control, office layout and budgetary requirements, which require a certain type of visual attention.

Records Retention - Formulates, revises, and follows procedures for systematic retention, protection, retrieval, transfer, and disposal of budget and purchasing records maintained by the department.

Travel - Responsible for registering and making travel arrangements for personnel approved to attend seminars, conferences, and other training situations that require a registration fee or other travel expenses.

Purchasing - Responsible for the use and maintenance of the university-issued procurement card and the purchase order system in accordance with established university regulations. This includes managing the Pro Card expense reports for 4+- other Pro Card users in the department.

PORT - Responsible for entering requisitions for the Police Department and other departments included in Campus Safety and Auxiliary Services. This includes tracking the requisition and following through with receipting in PORT and verifying payment has been made. Track Department Expenses - Track departmental expenses including, but not limited to, fuel, uniforms, leases, vehicle maintenance.

Other Duties - Other duties to include travel and port requisitions for other units of Campus Safety and Auxiliary Services. And any other duties assigned by the supervisor. Earnings and Timekeeping Administration. Responsible for all aspects of the PirateTime timekeeping system for a department of 75 employees, including managing and entering schedules for Patrol Officers, reviewing timesheets for accuracy, and monitoring the appropriate use of pay codes such as shift differential and other specialty pay categories. Educate EHRA and SHRA staff on topics of OT/Comp time, timesheet management, vacation reporting, secondary and dual employment, SHRA directed work from home guidelines. Coordination and execution of documents for start/stop of non-salaried compensation benefits. Coordinate personnel expenses for personnel appointments with senior level administrators. Manage overtime and compensation time coordination with appropriate documentation, payments, approvals etc. Invoicing various ECU departments and external agencies for special events.Other DutiesGrants - Assist in writing and securing grant funding for the department. This includes researching the availability of grants, downloading documentation and completing applications, and coordinating with Sponsored Programs and Grants Administration. The position maintains files on active and inactive grants.Notary - Serve as the department's notary, notarizing documents and administering the oath of office as needed.

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

None

Hold or obtain a notary license.

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on budget, UNC salary administration, and/or candidate qualifications.

East Carolina University is committed to workforce success and cultivating a culture of care for our employees. ECU prohibits unlawful discrimination and harassment based on race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, and veteran status. All qualified applicants will receive consideration for employment without regard to their protected veteran status or disability.

Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act ( ADAAA) should contact the ADA Coordinator at (252) 737-1018 (Voice/ TTY) or ADA-Coordinator@ecu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.

If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.