Police Records Clerk
Police Records Clerk
Job Title: Police Records Clerk
Classification: C 3
Department: GVPD
Updated: Februrary 23, 2021
Job Summary
Coordinates a variety of duties for a department/office in which discretion and judgment concerning the procedures to use or policies to follow is required.
Essential Functions:
Essential Functions:
- Assist with the administrative functions of the Public Safety Department.
- Order and maintain forms for officers
- Daily processing and maintenance of police reports – QC of LERMS reports; conduct referrals, supplemental reports, entry of arrest reports and medical reports. Prepare and send reports to the Court and Prosecutor, other University departments, and other law enforcement agencies.
- Generate correspondence, notices, orders and legal documents and perform a variety of support tasks, such as copying records, filing tickets and other documents.
- Prepare and submit Conduct Referrals and CARE Reports to the Dean of Students Office.
- Review reports from OCSO relating to GVSU students. Process Conduct Referral or CARE report if warranted.
- Process FOIA requests, prepare and maintain a spreadsheet documenting the flow of the requests (received, responded, description of what was released). LEIN information redacted
- Perform background checks for other law enforcement agencies. Maintain a spreadsheet of requests and information sent.
- Retrieve lab results from Talon and process
- Process subpoenas and warrants received from the Prosecutor’s Office.
- Ensure the following processes are completed: handwritten tickets to court, lab submission requests, traffic crashes
- Maintain weekly incident log
- Create and maintain procedure manuals for the police records clerk position
- Serve as a contact person for procedural questions and provide input on new procedures within the police clerk office. Ensure the even flow of work through the office and the proper maintenance and processing of case records from initiation to disposition.
- Serve as backup to parking staff and records assistant/Clery compliance specialist.
- Maintain within the Department of Public Safety confidentiality in all matters both criminal and non-criminal
- All other duties as assigned
Non-Essential Functions:
Not Applicable
Required Qualifications:
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Demonstrated experience to successfully operate office equipment.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Ability to work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications:
Not Applicable
Supervision Received:
Receives general instruction from a designated supervisor but is generally expected to work independently.
Supervision Exercised:
Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division.
Physical Demands:
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.