Police Records Coordinator - Public Safety
Job Title: Police Records Coordinator – Public Safety
Classification: C3
Department: Dept Public Safety - Allendale
Updated: January 2023
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
- 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.
- Processing official documents from prosecutors, courts, and other external agencies.
- Preparing and submitting 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.
- Creating and maintaining procedure manuals for the Police Records department.
- Maintenance of police employee files.
- Conducting employment background checks at the direction of Human Resources.
- Conducting volunteer background checks at the direction of University departments.
- Conducting driving record checks on students at the direction of University departments.
- Performing name-based background checks for non-sworn department employees.
- Performing local records checks for outside law enforcement agencies.
- Maintaining weekly incident log.
- Processing requests for bike permits.
- 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.
Non-Essential Functions:
- Website maintenance and design.
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
- Experience working in a law enforcement agency.
- Some college education or college degree.
- 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.
Supervision Received
Receives general instruction from a designated supervisor but is generally expected to work independently.
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.