Job Title: Police Records Assistant
Classification: C4
Department: GVPD
Updated: October 2025

Job Summary

This position is a key support role within the Public Safety Department, responsible for managing records, reports, and digital evidence systems to ensure accuracy, compliance, and accessibility.

Essential Functions

Police Clerk Responsibilities:

• Responsible for providing support in specific areas of the department as assigned, including:
  • The Lost and Found Program
  • The Fingerprinting Program
  • Daily processing of police reports, supplemental reports and documentation, entry of arrest reports and medical reports. This includes preparing and sending reports to courts and prosecutors, other University departments and outside law enforcement agencies at the direction of the Operations Captains. Requires ability to process appropriately in accordance with Michigan Incident Crime Reporting (MICR) and with efficiency.
  • Process official documents from prosecutors, courts, and other external agencies.
  • Prepare and submit Conduct Referrals and CARE Reports to the Dean of Students Office under the supervision of the Operations Captains.
  • Preparing statistical and informational reports based on police records.
  • Assist with processing and responding to FOIA requests.
  • Create and maintain procedure manuals for the Police Records department.
  • Maintenance of police employee files.
  • Conduct employment background checks at the direction of Human Resources.
  • Conduct volunteer background checks at the direction of University departments.
  • Conduct driving record checks on students at the direction of University departments.
  • Perform name-based background checks for non-sworn department employees.
  • Perform local records checks for outside law enforcement agencies.
  • Maintain weekly incident log.
  • Process requests for bike permits.

Body Camera Specialist Responsibilities:

• Confirm daily that all body worn camera recordings are properly cataloged and can be easily accessed and cross-referenced with case files.
• Review recordings to ensure that sensitive footage of victims and innocent bystanders is appropriately modified to protect their privacy and safety.
• Responsible for troubleshooting field issues including hardware, software, connectivity, user and other issues.
• Ensure compliance with all applicable policies, procedures, general orders, rules, regulations, and standards; ensures maintenance, availability, confidentiality, and release of records to authorized individuals per established guidelines; initiates any actions necessary to correct deviations.
• Process digital evidence record requests for the state attorney’s office in criminal cases and all public record requests.
• Attend trainings on use of audio/video materials for body-worn camera recordings.
• Evaluate body-worn camera and editing software. Makes recommendations to Operations Captains as necessary to improve operations and assist in officer representation.
• Assist with the setup and operation of body-worn camera software and hardware.
• Oversee maintenance of body-worn camera equipment and facilitation of body- worn camera training.
• Order supplies as needed related to body-worn camera hardware.
• Develop documentation for procedures and storage of evidence. In coordination with Operations Captains, trains new officers and professional support staff in various technologies and body-camera software and hardware.
• May also assist outside departments or individuals with troubleshooting audio/video related issues pertaining to materials provided by the police department.
• Complete special projects, assignments or other functions as directed.

General Department Support Responsibilities:

• Identify issues and bridge the communication gap between end-user observations and technical support staff from involved organizations and vendors.
• Work with Clery Specialist to identify reports that may require further action for Clery or Title IX. Assist with Clery Act record keeping.
• Provide highest level of customer service to GVSU students, staff, faculty and external customers, which may include explanation and interpretation of established University and departmental policies and procedures.
• Assist as requested with the administrative functions of the Public Safety Department.
• Lead support for general office supply and break room ordering orderliness and overall functionality of department physical space. Requires cabinet and table-top organization and the initiative to address office needs for functionality, making appropriate suggestions and/or adjustments.
• Maintain office and break room equipment, placing repair work orders, replacing filters, cartridges, etc., updating software (as needed, recommended or required), to support general office functions.
• Order and maintain police records forms.
• Maintain within the Department of Public Safety confidentiality and emotional maturity in all matters, both criminal and non-criminal, which may include graphic and difficult adult subject matter.
• All other duties as assigned.

Non-Essential Functions

• Website maintenance and design.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• 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.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Demonstrated experience to successfully 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

• Some college education or college degree.
• Experience working in a law enforcement agency.
• Knowledge of higher education compliance including Clery Act (Campus Save Act) and Title IX.
• Demonstrated advanced knowledge of various computer software, and an ability to self- teach computer skills.
• Knowledge of local, state, and federal regulations related to public records and evidence handling.
• Knowledge of law enforcement terminology, policies, and procedures associated with public document retention.
• Working knowledge of PC hardware, operating systems, software or related equipment, audio/visual equipment and controls.
• Ability to communicate clearly, through verbal or written communications, with technical and nontechnical staff.
• Thorough understanding of confidentiality principles.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated.  Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to 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.

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