Job Title: Police Records Assistant
Classification: C4
Department: Grand Valley Police Department
Updated: June 2026

Job Summary

This position is a key support role within the Public Safety Department, responsible for supporting the management of property, lost and found items, evidence, reports, and to ensure accuracy, compliance, and accessibility.

Essential Functions

Police Clerk Responsibilities:

• Administer and maintain the University Web Based Lost and Found program, including intake, documentation, property, and user audits, coordination of property returns, and serving as the primary point of contact for university departments and external inquiries.
• Conduct fingerprinting services using the Automated Fingerprint Identification System (AFIS), ensuring accurate submission of fingerprint data to the State of Michigan, the Federal Bureau of Investigation (IAFIS), and the U.S. Department of Homeland Security (IDENT) in accordance with legal and departmental requirements.
• Daily processing of police reports, supplemental reports and documentation, entry of arrest reports and medical reports.
• 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, based on officer requests, and report content.
• Prepare 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.
• Maintain and update internal departmental records and reference materials.
• Administer the University employment background check program in coordination with Human Resources and the third-party background check vendor.
• Administer the University-wide volunteer background check program on behalf of University departments. Review and interpret background check results using established guidelines and approval matrices to determine volunteer eligibility, approves or denies participation, and serve as the primary point of contact for departmental inquiries related to volunteer screening.
• Administer the University-wide motor vehicle records (MVR) check program for students, employees, third-party drivers, and volunteers who operate vehicles on behalf of the University. Review and interpret motor vehicle record results using established guidelines to determine driver eligibility, approve or denies driving privileges, and serves as the primary point of contact for related inquiries.
• Perform local records checks for outside law enforcement agencies, including criminal/non-traffic reports, applicant background checks, and related documentation in compliance with legal and departmental policies.
• Maintain, compile and publish the Weekly Incident Log.
• Process, distribute and manage Personal Transportation Device registration requests submitted through the Department of Public Safety system.
• Manage digital evidence, including uploading and coordinating evidence submissions with Ottawa and Kent County systems.

Property Management Responsibilities:

• Administer and maintain the department’s property and evidence control system in accordance with legal requirements, departmental procedures, and evidence retention guidelines.
• Serve as the primary contact for University's lost and found program.
• Responsible for the receipt, control, documentation, storage, and disposition of evidence, custodial property, and departmental property in accordance with legal requirements and departmental policy and safekeeping items within the records management system.
• Conduct authorized disposal of evidence, custodial property, and departmental property in accordance with approved procedures and documentation requirements.
• Coordinate the release, return, transfer, destruction, and disposition of evidence and property in compliance with court orders, prosecutorial requirements, and departmental policies.
• Responsible for ensuring all evidence, property, and related records are handled and maintained in compliance with applicable laws, regulations, and departmental guidelines to protect the integrity of the Department and its personnel.
• Maintain accurate inventory and conduct evidence retention reviews and assist officers and investigators with determining appropriate evidence disposition based on court case status and retention schedules of custodial property and evidence, ensuring timely audits, reconciliations, and documentation updates as required.
• Maintain accurate records and documentation related to evidence status, temporary releases, disposition actions, and chain of custody within the department's RMS (Records Management System) and related systems.
• Manage sensitive, high-value, and controlled property including firearms, narcotics, currency, jewelry, prescription medications, and electronic devices using specialized security and disposal procedures.
• Perform periodic audits, inventories, and quality control checks to ensure compliance with departmental procedures, legal standards, and accreditation requirements.
• Serve as a liaison and primary point of contact for department personnel and the public regarding evidence, property release, retention, and disposition procedures.
• Maintain confidentiality and exercise independent judgment when handling sensitive evidence, criminal investigations, and legally protected information.

Body Camera 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 redacted to protect their privacy and safety.
• Ensure compliance with all applicable policies, procedures, general orders, rules, regulations, and standards; ensure maintenance, availability, confidentiality, and release of records to authorized individuals per established guidelines.
• Process digital evidence record requests for the state attorney’s office in criminal cases.
• 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.
• Attend trainings on use of audio/video materials for body-worn camera recordings.

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's physical space.
• 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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