Property/Evidence Custodian and Records Clerk

POSITION TITLE: Property/Evidence Custodian and Records Clerk

DEPARTMENT: Police Department

RATE CLASS: Hourly

REPORTS TO: Lieutenant

SHIFT: 8 hour shift

EDUCATION:

High school diploma or GED; 21 years of age minimum age requirement; No felony arrests; Must have a valid driver's license with good driving record; Must have experience in general office equipment and procedures; Must have the ability to communicate well with general public, supervisors, and co-workers.

JOB SUMMARY:

Perform specialized clerical and technical work related to record keeping, custody and control of property and evidence. Work consists of critical procedures and tasks that require specific execution of actions. Ability to establish and maintain effective working relationships with subordinates, peers, supervisors and the general public. Ability to exercise sound judgment in evaluating situations and in making decisions. Model desirable values and ethics to members of the department and community; build positive morale throughout the department. Perform job with professionalism, respect, integrity, compassion, accountability and transparency.

SPECIAL SKILLS:

Complex problem solving and self-management skills. Excellent reading, writing, and computer skills. Be mature, levelheaded, honest, intelligent, cooperative, courteous, and dependable. Considerable knowledge of applicable laws, ordinances, departmental standard operating procedures and regulations. Ability to perform work requiring good physical condition. Excellent interpersonal communication skills as well as highly skilled writing and phone etiquette abilities. Must have a demonstrated ability to work well with the public and be able to maintain confidentiality. Knowledge of accepted principles and police administration practices; of statutes and regulations relating to the police function including the rights of persons, records and rules of evidence; of the relation between the police, the courts, other law enforcement agencies, and other city departments. Requires appropriate communication with judiciary, other persons in the judicial system, outside community organizations, individual and the public; requires maintaining working relationship with these persons to support the work of the department; requires promoting an awareness and positive image of the department. Proficient use of office machines and software to include multiple line telephones, voice mail, document shredder, computer, email, internet, scheduler, contact listing, copier, printers, fax machine to complete various office tasks.

DUTIES & RESPOSIBILITIES:

• Maintain current knowledge of all policies, procedures, laws and court rulings pertaining to property/evidence and records.
• Perform all tasks regarding property/evidence and records in accordance with department policies and procedures, plus state and federal laws.
• Prepare, perform and preserve the receipt, intake and documentation of all property/evidence.
• Prepare, perform and preserve chain of custody and documents of all property/evidence.
• Prepare, perform and preserve records of release and/or disposal of property/evidence.
• Prepare, perform and preserve inventory of property/evidence by maintaining computer database and/or other records.
• Complete regularly scheduled inventory and audits of property/evidence room and storage areas.
• Provide general cleaning, maintenance and safety of the property/evidence room.
• Maintain care, control and custody of property/evidence keys.
• Maintain supplies for property/evidence room and processing area.
• Maintain and update property/evidence and records documentation.
• Provide courtroom testimony regarding property/evidence and/or records.
• Provide general knowledge and assistance to citizens and organizations regarding public information and open records.
• Serve as a liaison to other departments, government and non-government agencies.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Reviews and analyzes work and plans to ensure efficient allocation and manpower, maximize utilization of resources and achieve the highest possible productivity.
• Participates in various community activities and makes presentations to groups.
• Required to perform shift work including days, evenings, nights weekends and holidays as needed for emergencies.
• Required to assist with filing, preparing case files, distributing and maintaining records and documents as needed.
• Required to assist in special projects on an occasional basis where weekend hours or a shift change could be necessary.
• Trains, cross trains and mentors staff for career development.
• Attend all required training and maintain all required certifications.

OTHER DUTIES:

This job description is intended to describe the general nature of work performed by the Property/Evidence Custodian and Records Clerk and is not intended to be all-inclusive. All employees are expected to perform tasks as assigned by their supervisor; furthermore, additional hours may be required in times of necessity.

PHYSICAL/MENTAL REQUIREMENTS:

• Ability to operate a vehicle and travel.
• Ability to stand, sit, type, and/or write for extended periods of time.
• Ability to lift a minimum of 50 lbs., in addition to bend, squat, stoop, crawl, and/or twist.
• Ability to coordinate eyes, hands, feet and limbs in performing semi-skilled movements.
• Ability to recognize and identify degrees of similarities or differences between characteristics of colors, forms, sounds and odors associated with job-related objects, materials and tasks.
• Ability to work in a variety of weather conditions.
• Ability to work well with others, as well as the general public in a variety of situations.
• Ability to multi-task, work under time constraints, high stress, perform problem solve, and prioritize.
• Ability to maintain confidentiality and resolve conflicts.
• Ability to make independent and sound judgments in both emergency and non-emergency conditions.
• Emergency or non-traditional work hours may be necessary.
Ability to work under pressure with numerous distractions while maintaining good ethics and public service skills in adverse circumstances.

All municipal employees will be expected to show and maintain a high level of initiative, enthusiasm, and motivation towards the improvement of ALL aspects of the Freeport community. Employees will also be expected to be available for work, to report to work in a dependable and timely fashion, and to be physically and mentally fit to do their assigned work.