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Records Assistant

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Records Assistant

- Full Time

The OUPD Records Specialist performs administrative support-oriented duties to include, but not limited to, the management and storage of departmental records following specific rules and instruction. Supports the maintenance and retention of records processing. Provides assistance regarding records management, data entry, and monitoring security cameras. Supports the Records Manager and serves as a Campus Security Authority (CSA) by fulfilling training and reporting obligations related to campus safety protocols. May assist with emergency calls, service requests, and incident process. Ensures the University complies with all Federal and State laws relating to records management. Hiring contingent upon successful completion of background check to include a successful Criminal Justice Information System (CJIS) certification.


  • Receives incoming calls for department and refers to appropriate personnel
  • Supports day-to-day coordination of the unit, including incoming and outgoing mail, and fingerprinting services
  • Updates CAD (Dispatch software), inputting case information and paperwork
  • Database management; collecting data and report preparation
  • Processes open records requests & LEA records requests and evidence requests
  • Responsible for records management system reports and correspondence while maintaining confidentiality of all records and CJIS requirements.
  • Maintains stored information in a concise and uniform manner to ensure an efficient records center
  • Ensures all records are accurately identified prior to storage
  • Provides accurate, up-to-date information regarding records retention guidelines and ensures compliance with records retention requirements
  • Controls internal reporting and filing systems
  • Provides customer service and building escort to OUPD guests
  • May run errands for department and provide backup to the OUPD Dispatch team
  • Assist with Special Events support on Norman campus as required
  • Performs various duties as assigned to successfully fulfill the function of the position


Job Requirements


Required Education: High School Diploma or GED, AND: 

  • 24 months office, clerical, administrative experience.


  • Knowledge of basic HIPAA records handling standards and general office procedures
  • Ability to provide excellent customer service
  • Excellent verbal and written communication skills
  • Ability to obtain information from all relevant sources
  • Ability to analyze information in order to choose the best solution and solve problems
  • Must be proficient in all Microsoft Office (Word, Outlook, Excel)
  • Excellent interpersonal skills
  • Ability to work independently and as a team player
  • Ability to complete tasks in an efficient and timely manner
  • Detail oriented for accuracy of data and information
  • Ability to multi task, be organized, and self-motivated
  • Ability to work in stressful situations


  • Valid Driver license

Advertised Physical Requirements:

  • Sit and stand for prolonged periods
  • Communicate effectively and listens
  • Engage in repetitive motion
  • Use of computer and telephone
  • Stand, stoop, bend, and reach
  • Must be able to lift 50lbs from ground level

Departmental Preferences:

  • Previous experience dispatching for a public safety organization
  • OLETS certification, or ability to become OLETS certified within six months of hire
  • Bilingual in conversational Spanish and English
  • Dispatch Experience  

To apply for the Records Assistant position with OUPD, your first step is to visit website of the OU Human Resources department and complete an application for a listed OUPD job opening. Once that applicaiton is completed, download, print and complete the OU Police Department "Personal History Statement for Applicants". Once completed, mail or deliver the completed Personal History Statement and associated signed Waiver to:

Univ. of Okla. Police HQ
Attn: Major Ralph Sade
2775 Monitor Ave.
Norman, OK 73072-7857

For more information, contact: