Human Resources

Title: Police Records Coordinator
Classification: C3
Department: Public Safety Services

Job Summary: (Short summary of job duties - 1 to 2 sentences)

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.

Primary Duties & Global Responsibilities:


(Must be able to perform these duties; usually consist of more than 5% of your job.)


Manage the administrative functions of the Public Safety police 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.


Review and maintain dispositions on both criminal and non-criminal citations on a weekly to bi-weekly basis.


Maintain case history information as required for reporting by the Campus Security Act and Board of Trustees of Grand Valley State University.


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 the primary 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.


Maintain within the police clerk division confidentiality in all matters both criminal and non-criminal.


Process subpoenas, warrants and fingerprint cards for distribution to Public Safety officer, court and prosecutor`s office.


Respond to questions/complaints and resolves problems which may require substantial knowledge and interpretation of university and Public Safety regulations, parking regulations, policies and procedures.


Other related duties as assigned.

Minimum Required Qualifications:


High school graduate.


Minimum of three years of related work experience and/or relevant training.


Demonstrated experience to successfully work under pressure and meet deadlines.


Demonstrated experience to successfully maintain positive interpersonal relationships and work

in a team environment.


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.


Type 50 wpm accurately; spelling competency (minimum 80% accuracy).


Demonstrated experience to successfully use various computer software applications.


Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.


Excellent grammar and proofreading skills.

Desired Qualifications: (Preferred in addition to required qualifications.)


Some college course work.


Experience in higher education.


Supervisory experience preferred.


Revised Date: May 2006 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.