Police Records - Clery Coordinator
Job Title: Police Records - Clery Coordinator
Classification: C3
Department: GVPD
Updated: January 2019
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.
Responsibilities
Essential Functions:
- Assist with the management and the administrative functions of the Public Safety policy clerk’s office.
- Order and maintain supplies, forms, etc. pursuant to officers’ use within the division.
- Initiate criminal and other non-criminal case files; enter case file information, dispositions, civil judgment and other information to computer system and onto complaints.
- Prepare and submit Judicial Referrals to the Dean of Students Office.
- 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 send documents to the court and prosecutor.
- Serve as a contact person for procedural questions and provide input on new procedures within the police clerk division. Ensure the even flow of work through the division and the proper maintenance and processing of case records from initiation to disposition.
- Serve as backup to front desk staff.
- Compile a weekly summary/brief overview of complaints, both criminal and non-criminal, taken by Public Safety officers during the course of the reporting week for distribution to Executive Officers, Public Safety detective, and community police officers.
- Maintain within the police clerk division confidentiality in all matter both criminal and non-criminal.
- Process necessary records within the criminal justice system for distribution to Public Safety officer, court and prosecutor’s office.
- Maintain case history information as required for reporting by the Campus Security Act and Board of Trustees of Grand Valley State University.
- Respond to questions/complaints and resolve problems which may require substantial knowledge and interpretation of university and Public Safety regulations, policies and procedures.
- Respond to request for background information from governmental agencies.
- Assist the department with Clery compliance, (Safe Campus Act) initiatives. Includes review of policy and training for university members.
- Review incident report and assign the proper Clery crime category.
- Assist with the Clery Campus Security Authorities, (CSAs) by preparing training materials, tracking compliance and maintaining records.
- Responsible for collecting and collating crime statics from various on campus sources.
- Communicate with other laws enforcement agencies for Clery related requirements.
- Assist with publish in the Annual Security and Fire Safety Report.
- Maintain case history information and records as required for Clery reporting.
- Other related duties as assigned.
Non-Essential Functions:
- None
Required Qualifications:
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive intercultural and interpersonal relationships.
- Demonstrated experience to successfully operate office equipment.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Typing and spelling competency.
- Demonstrated experience to successfully to use various computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
- Excellent grammar and proofreading skills.
Optional:
- Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
- Ability to react calmly and effectively in all situations.
- Ability to work flexible work hours.
Preferred Qualifications:
- Some college course work.
- Experience in higher education.
- Supervisory experience preferred.
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.