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HomeMy WebLinkAbout020922 Civil Service Commission Meeting Packet  Civil Service Commission Meeting Agenda February 9, 2022 – 2:30 p.m. Remote Format – Conference Call **** Pursuant to Washington State Governor’s Proclamation 20‐28.15, the City is not allowing  in‐person attendance at meetings. Members will be participating by teleconference.****   Join virtually via computer or tablet at http://joinwebinar.com enter the 9‐digit Webinar  ID 774‐400‐803   Join by phone in listen‐only mode United States: Local Dial In – (360) 390‐5064 ext. 9  access code: 837‐542‐406#   Submit public comment emails to be included in the meeting record to:  publiccomment@cityofpt.us      I. Call to Order/Roll Call II. Election of Officers III. Approval of Agenda IV. Approval of November 24, 2021 Minutes V. Public Comment (3 minutes per person) VI. Old Business A. None VII. New Business A. Approve Entry Level Police Officer Hiring List B. Approve Lateral Police Officer Hiring List C. Approve Community Services Officer Hiring List D. Approval of Addition to Classification Schedule – Police Records Lead E. Provisional Appointment of Police Records Lead F. Approve Recruitment Process for Police Records Lead VIII. Next Meeting: to be determined IX. Adjourn Civil Service Commission Minutes – November 24, 2021     Page 1 of 2   Civil Service Commission Minutes Date: November 24, 2021 Scheduled Time: 3:30 p.m. Location: Via Conference Call Members Present: Richard Knight (Chair) and Gail Ryan Staff Present: Director of People and Performance Pamela Martinez, Police Chief Tom Olson, and Legal Assistant Amber Long Topic Motions/Recommendation/Action Call to Order The meeting was called to order at 3:35 p.m. Approval of Minutes Motion to approve minutes of November 2, 2021 passed unanimously. Public Comment None New Business The Chair raised two concerns for the record: 1. Lack of information about the Commission’s mission statement and why it was originally created. 2. The Commission’s current structure and process does not seem productive. The Chair requested to meet with the new City Council in January to discuss the future of the Commission, specifically what the Council wants from the Commission and whether there is a need to reorganize. Action: Approve Entry Officer Eligibility List Motion passed unanimously to (verbally) approve Entry Police Officer hiring eligibility list; and written approval to be sent to City staff following adjournment of meeting (due to remote format). The Chief gave an update on current openings and recent hiring in the Department. Action: Approve Civil Service Recruitment Process for Community Services Officer Motion passed unanimously to approve Civil Service recruitment process for Community Services Officer. Next Meeting To be determined. Meeting Adjourned The meeting was adjourned at 3:51 p.m. City of Port Townsend Job Description POLICE RECORDS LEAD Classification title: Police Records Lead Working title: Police Records Lead Department: Police Union: Non-commissioned FLSA status: Non-exempt Wage Range: 19 Hours: Full-time Effective date: January 2022 Reports to: Police Chief Civil Service Yes JOB SUMMARY Under general supervision from the Chief of Police, the Police Records Lead provides for the care and custody of all items impounded by the Port Townsend Police Department and for the proper processing of all evidence for courts, release, or destruction. In addition, this position performs accounting and other office/clerical duties as necessary for the efficient operation of the department, making decisions following a framework of previously defined procedures, methods and priorities, and applies common sense understanding when carrying out instructions. ESSENTIAL DUTIES AND RESPONSIBILITIES • Provides custodial oversight of all evidence and property that comes into the possession of the police department in accordance with established policy and laws; to include logging, storing, retrieving, releasing and destruction of evidence and property stored in the Property Room. • Responds to inquiries regarding impounded items from the public, other law enforcement agencies and prosecutorial offices; initiates inquiries on property and evidence to obtain information on ownership, possible release and disposition. • Processes property for return to owner, destruction, transportation to other law enforcement agencies or disposal at public auction; arranges for destruction of weapons. • Coordinate’s the sale of unclaimed found property or evidence. • Ensures delivery of evidence sent to the state lab for processing. Receives all incoming and returned evidence from the state lab. • Maintains inventory of consumable supplies for the evidence room. • Establishes and maintains efficient manual and electronic department filing and/or database systems. • Creates and tracks documents, collects and organizes information and compiles data for review, notices patterns that require action or additional research. • Prepares computerized charts, schedules, graphs or similar material. • Prepares and submits quarterly and annual forfeiture reports to the Washington State Treasury Department • Serves as administrator for the Washington State SANE (Sexual Assault Examination) tracking program • Conducts criminal history background checks; may assist in performing background investigations. • Act as the Terminal Agency Coordinator (TAC) for the Washington State Patrol ACCESS system. Responsible for tri-annual state audits, user certifications, and site security. • Coordinates the reporting and repair of departmental equipment (computers, telephone, facility issues, etc.). • Maintains department’s small asset inventory. • Provides general oversight of, and training to, civilian volunteers assisting in and around the office. • Maintains petty cash drawer. • Responsible for processing department’s invoices and purchases. • Administrator of evidence.com digital evidence storage software. • Co-administrate the AXON Bodycam program. • Access computer aided dispatching (CAD) and computerized records maintain accurate computerized files. • Maintain security of computerized records and files and release information to the public according to established public disclosure laws and procedures. • Processes and oversees complicated public records requests for the police department to comply with the Public Records Disclosure Act. • Composes routine correspondence demonstrating a good command of English grammar and writing. • Operates a variety of standard office equipment (computer, fax, photo copiers, digital media), utilizes a variety of computer software programs (Word, Excel, PowerPoint, police records management system); uses technology to increase productivity; troubleshoots technological problems. • May assist in packaging and logging of evidence in an indoor or outdoor setting at crime scenes. • May be subpoenaed and required to testify in court. • Provides general supervision over front office and staff; and Police Clerk(s) • Performs other related duties as assigned. KNOWLEDGE, SKILLS AND ABILITIES • Meticulous and scrupulously accurate accounting and handling of materials, property of all kinds and especially evidence, drugs, weapons, and cash. • Knowledge of the Washington State Retention Schedule. • Knowledge of laws, policies, and regulations regarding police property handling. • Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary. Ability to follow and understand written and verbal instructions. • Ability to interact with the public and other City employees in varying situations with tact and diplomacy demonstrating maturity, emotional stability. • Ability to lead and train other front office staff. • Intermediate experience with the Microsoft Office Suite and the aptitude to learn other technologies required to successfully perform job duties. • Excellent math aptitude and ability. • Ability to work well under pressure with frequent interruptions while maintaining a sustained attention to detail. • Ability to follow state guidelines on the maintenance and disposition of police records. • Ability to adapt to changes in the work or work environment with ability to appropriately modify behavior or results when required. • Ability to weigh options and foresee consequences of decisions; ability to keep commitments and adhere to deadlines. • Ability to keep abreast of news items and activities impacting residents and business owners within the City of Port Townsend. • Ability to follow safe work practices. • Absolute integrity in the handling of police evidence and property and use of criminal justice information systems. MINIMUM REQUIREMENTS • An Associate degree plus three years of administrative support work experience, and previous work experience in a public sector law enforcement agency. • Level II ACCESS certification. • Valid Washington State driver’s license Preferred: • Bachelor’s degree preferred • Property and evidence handling and public records processing experience strongly preferred. • Prior supervisory experience. Placement in this position is subject to a thorough background investigation. WORKING CONDITIONS The person in this position works indoors in an office work area with other Police Department staff, in the evidence room, in the lab, at crime scenes, and may work out of doors. Most of the work the Police Records Lead performs will involve sitting at a desk or standing for long periods of time. The ability to efficiently move around the work area and the front counter to help customers is necessary. To effectively communicate; the abilities to talk, hear, read, and write are required. There may be occasions when moving a box of files, paper, or supplies (approximately 25 – 40 pounds) is required, involving the abilities to push, pull, lift or carry. Some out-of-town travel, overnight seminar or meetings may be required. May occasionally need to drive on business errands. This position may require handling of documents, property, video and audio recordings and other items that are soiled, contaminated, indecent and otherwise offensive to the senses as well as one’s conscience. This position is at potential risk of exposure to airborne or blood borne pathogens. 02/09/22 Action Items on Civil Service Commission Agenda Page 1 of 2 Civil Service Commission 250 Madison Street Port Townsend WA 98368 (360) 379-5045 MEMORANDUM TO: Civil Service Commission FROM : Pamela Martinez, Chief Examiner DATE: February 9, 2022 SUBJECT: Approve Civil Service Recruitment Process for Police Records Lead The Police Records Lead is a new position that does not currently exist within the Civil Service Rules 4, Section 2 Classification Schedule. Pending the Commission’s approval of the addition of the new position, we request that the Commission approve the recruitment process as follows: Item IV. Action Item: Authorize Testing Process for Police Records Lead The Commission’s responsibility is to authorize announcement of the examination, the application requirements, and minimum qualifications. The Commission’s responsibility is also to approve of the administration of the testing process formulated by the Chief Examiner. Recommended motions are as follows: • Motion 1: As per Rule 5, Section 1 “Announcement of Examinations” and as per Rule 5, Section 3 “Filing of Applications,” the Commission authorizes the Chief Examiner to post notice of the Police Records Lead examination on the City’s website and to all current City employees. Further, applications are required to be submitted via the City’s jobs page including the Civil Service Commission Application for Employment document, with a cover letter and resume required. Minimum requirements for eligibility are: • An Associate degree plus three years of administrative support work experience, and previous work experience in a public sector law enforcement agency. • Level II ACCESS certification. • Valid Washington State driver’s license and the Chief Examiner shall reject any applicant that does not meet these requirements. 02/09/22 Action Items on Civil Service Commission Agenda Page 2 of 2 • Motion 2: As per Rule 6, Section 3 “Examination Administration,” the testing process shall include a combination of application and resume review for job related knowledge, skills, and abilities, oral (interview) taking into consideration education, experience, aptitude, capacity, knowledge, character, length and quality of service, and other qualifications to determine the relative fitness of the candidates, background investigation, pre-placement medical examination administered by a licensed physician, a psychological exam, drug test, and polygraph exam in compliance with applicable legal requirements. Additional Information: As per Civil Service Rule 9 – Section 1 “Appointments,” the names of the five highest ranking eligible for the position shall be considered by the Appointing Authority (Chief of Police).