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HomeMy WebLinkAboutPolice Records Lead Oct. 2025Police Records Lead City of Port Townsend Job Description Police Records Lead Classification title: Police Records Lead Working title: Police Records Lead Department: Police Union: Teamsters General Government FLSA status: Non-exempt Wage Range: 21 Hours: Full-time Effective date: Jan. 2022; Oct. 2025 Reports to: Police Chief Civil Service Yes JOB SUMMARY Under general supervision of 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. • Coordinates 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. Police Records Lead • 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 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. • Serves in a lead role to train and mentor Police Clerk(s) and other front office staff. • Performs other related duties as assigned. KNOWLEDGE, SKILLS AND ABILITIES • Knowledge of the Washington State Records 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. • Intermediate skills with the Microsoft Office Suite and the aptitude to learn other technologies required to successfully perform job duties. • Excellent math aptitude and ability. • Skilled in meticulous and scrupulously accurate accounting and handling of materials, property of all kinds and especially evidence, drugs, weapons, and cash. • Communication and interpersonal skills, with the ability to interact with diverse groups of people. • Flexibility to adapt to changing circumstances, such as shifting priorities, unexpected challenges, or variations in the workload, while maintaining composure and effectiveness. • Ability to effectively and efficiently communicate with team members, managers, and other departments, both verbally and in writing, using tact, patience and courtesy to convey instructions, provide feedback, receive feedback, and resolve issues. • Ability to interact with the public and other City employees in varying situations with tact and diplomacy demonstrating maturity and emotional stability. • Ability to lead and train other front office staff. • Ability to maintain cooperative and effective working relationships with co-workers, peers, management, and customers. • 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. Police Records Lead • 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. • Ability to demonstrate absolute integrity in the handling of police evidence and property and use of criminal justice information systems. QUALIFICATIONS Required: • An Associate degree plus three years of administrative support work experience. • Previous work experience in a public sector law enforcement agency. • Must be able to pass an FBI fingerprint criminal history background check and successfully complete CJIS Security Awareness training before working in the secured portions of the City’s police department. • Level II ACCESS certification. • Valid Washington State driver’s license and ability to maintain a driving record acceptable to the City’s insurance carrier. Preferred: • Bachelor’s degree. • Property and evidence handling and public records processing experience strongly preferred. • Supervisory or lead experience. Placement in this position is subject to a thorough background investigation including a polygraph. 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. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Police Records Lead OTHER CITY REQUIREMENTS • Punctual and consistent attendance • Dress and grooming appropriate to the position. • Safety attire, equipment and practices appropriate to the position. • Deal tactfully and courteously with the public. • Establish and maintain effective working relationships with fellow employees The City of Port Townsend is an equal employment opportunity employer. The City employs, retains, promotes, disciplines and otherwise treats all employees and job applicants strictly on the basis of job- related qualifications and competence. These policies and all employment practices shall be applied without regard to any individual's sex, race, color, creed, religion, national origin, sexual orientation (including gender identity), pregnancy, age, marital status, military status, disability, genetic information, or any other characteristic protected by law. This job description in no way implies that these are the only duties to be performed. The employee occupying the position will be required to follow any other job-related instructions and to perform any other job related duties requested by their supervisors. This job description does not constitute an employment agreement between the City and the employee and is subject to change as the needs of the City and requirements of the job change.