HomeMy WebLinkAbout121125 Civil Service Commission Meeting PacketCitof port,"",y un
Townsend
Civil Service Commission
Regular Business Meeting
Thursday, December 11, 2025
4:15 p.m.
City Council Chambers, 540 Water St., Port Townsend, WA and virtually
• Join virtually via computer or tablet at https://zoom.us/m/99694629772 enter the Webinar
ID 99694629772
• Join by phone in listen -only mode United States: Local Dial In — (253)205-0468 access
code:99694629772
• Submit public comment emails to be included in the meeting record to:
https://Publiccomment.fiIlout.com/citvofpt
• If you are experiencing technical difficulties, please attempt all methods listed above
before reporting any issues to: clerksupport(a)_cityofpt.us
1. Call to Order/Roll Call
2. Approval of Agenda
3. Approval of Minutes: Meeting minutes on July 101h, September 251h, and October 6th
4. Public Comment (3 minutes per person)
5. Old Business — (None)
6. New Business
A. Police Records Clerk hiring process
B. Job Description changes — Police Clerk and Police Records Lead
7. Next Regular Meeting: January 8, 2026
8. Civil Service Commission End of the Year Celebration. A quorum may be present,
but no action will be taken.
9. Adjourn
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C,tyofPort
Townsend City of Port Townsend Job Description
Police Clerk
Classification title:
Police Clerk
Working title:
Police Clerk
Department:
Police
Union:
TeamstersG er."l e..iia1.
Coveirr° ia-ie nt
....................................................................................
FLSA status:
Non-exempt
Wage Classification:
13
Hours:
40
Effective date:
'R-'�- 16,i�
�;t2 2
Reports to:
Chief f Police
, r : a-H4
Civil Service:
Yes
JOB SUMMARY
Q..ndir....ci� ro-� it 11 � iiirec icon of the tnhiefof...F1olliiG,�M.��..� ��i �pi�oy����.....i41, ° u....Gia- G�o��"-� Ilp.erforms specialized
clerical and secretarial tasks w ii h, a��:�..�t �4 w.. f"4unique to the support services section of the
Police Department rrc� seirves a office ireG��tiloriilst. ..r.ktKje�.:.for.P� ao-
dGGu : o- o- - 4°4t4"K relpor0 , o-.4#forp::.orw �e ..ro. portE .. o--ld.....opeira4ori, of..n::�o-4N eve, GOFTI-P64o. r :
Work requires considerable public contact involving patience, tactful and courteous treatment of the
public, and efficient accurate processing of transactions,, A&office ro.GeptiOrlw° ;ter°°° lr6-p{�°o-oR6 oaIP
ao- Ktior ire kz"iIr& to tt°o-e alp,: Iprwa or i0d�viid „ ...foie fe.° , o- r.ye
i::.eifo n a....vaae,t"y...ofii4a 4Gl-eriGa� detai� i0,aG...ordao-o-;e...w4h.....i io r4- &eGreta a.l.....,: Ge(kw s-a.o-i.d
a . ce &.
Fo-rri.pioyee 4 , )Gki: d to...... rk.....wwtto- i °o-i at 6-up61rV4aioo-1, ex—er ; �K4-)Rt" 4" oaio-=ryio- go.uf(
Fo- pioy�;e 4 000- o-froritedL. y- nla-n.y... w of a -Goo- Aderi o-" aata e.....ao- rat is, e peoted to.... ( °' ire#on ao-°o-.d
Goy° ,:�d.e+.,.
E,ir-i.pioyee.....i - b9.....Gap, a-. N �, of..:f "o-GfoR4K ux°K,ir heG4G...a-nit &tfo.6&44 , .. too-° &,:
ESSENTIAL DUTIES AND RESPONSIBILITIES
Perform general office duties such as typing, filing, bookkeeping, and other duties, as related to the
data and records keeping functions, and to include the processing of timesheets and purchase
orders.
f p.. fcairir�-is and otherr„docuir�,ents Including ir�,lp�2.!r.�+ unifoirir�i iriiir�ie ir�,pcairt « rr�� ca��;ir« tii,carr cafIri1ulltii
ley l!.. cairi::i..l . f lr ..::.
• Receive walk-in g f fii.or."l° a r.".i c.J. complaints from the public in the absence of an officer. Receive
telephone call c t j..10 il° «rile complaints from the public. Answer and route routine incoming
telephone calls for the Police Department and other agencies to assure that public needs are met.
• Maintain accountability for reports and other statistics as directed, including processing validations.
• Processes public records requests for the police department to comply with the Public Records
D-� Gt ;""— e Act.
• 4 eve a Age -Oiler ) A ° ..st t I'c IJ..c , Recgirc.J°� II e (j
uL.!t °L..g2e..i « �ii..r:La the "ACCESS" database system and become familiar with the formats to enter and
.............. .
obtain information from the Washington Crime Information Center (WACIC), the National Crime
Information Center (NCIC), and the Department of Licensing (DOL), and other agencies as
required.
• Ensure through posting, filing, and distribution that all data received via ACCESS is distributed to
the appropriate personnel in accordance with Department procedures and guidelines.
• Prepare, and/or assist in the preparation of National Incident Based Reporting System and other
related statistical reports.
• Issue permits and collect fees as assigned.
• Maintain records and files as assigned.
• Access computer -aided dispatching and computerized records,,-. maintain accurate computerized
files.
• Maintain security of computerized records and files and release information to the public according
to established law and procedures.
• Operate police base station radio for communication with field officers.
• Compose letters and reports from brief instructions or notes or on own initiative.
• Review the file system on an ongoing basis to maintain an orderly filing scheme. Makes necessary
adjustments to the systems. Keep administrative file system books for all staff members up to date.
Develop and maintains adequate purging system. Trains employees in the use of the files, codes,
and filing system.
• Operate computer equipment, including personal computer and larger system. Perform word
processing, spreadsheets, data base, electronic mail, criminal reporting, and other applications.-.. .o-��.d
�&_ro. ° ,. R.&ii ) for data entry of police reports.
*........_Assist with the proper and timely dissemination and routing of correspondence.
• Assist with ����p Ir!!2,1ent uu�,lbsi,te and social irried.i u�t�« ,���� « r,I�� ca�Wr� E ��I�Ilii,g ccairriir�i. urriic tiicarr s
• If a- ' go- i�: d,,[Z« y g. I"st tWr�� IIliic"e R� c,circ" s II, eac" iitWr maintainlir°Ic� the Evidence Room in compliance
with police department policy and procedures including but not limited to:
• Packaging evidence for submittal to crime labs
• Prepare crime lab requests
• Secure evidence within the evidence room
• Purge evidence and property from the evidence room
• Participate in annual audits of the evidence room and processes
• Prepare reports for the Chief of Police or designee
• Handle bio-hazardous materials, large sums of cash or monetary instruments, firearms and other
weapons, etc,,
• Maintain current list of employees and persons holding Port Townsend City Police commission and
maintains personnel numbers.
• Order office supplies as necessary.
• Perform other administrative support functions as assigned by the Chief of Police.
KNOWLEDGE, SKILLS AND ABILITIES
Police Clerk
Demonstrated knowledge ofthe operation offundamental offioeequipment including but not limited
to copy machines, and multi -level computers.
L)..[2y.!de ft.,�edbadk receive ft.,�edbadk and resolve issues.
* Ability b»type accurately and rapidly.
* Ability b»deal with the public inapleasant, tactful, and courteous manner.
* Ability b»complete clerical transactions rapidly and accurately.
* Ability toread, understand, and execute written and oral instructions.
* Ability toread, understand, and apply laws, standards and regulations.
* Ability tofunction effioienUy, effective|y, and remain calm under varied high -stressed situations.
* Ability tospeak with aclear, concise, and well -modulated voice.
* Ability to handle multiple tasks and meet a variety of deadlines....
e Ability tooperate motorized vehicles.
*
* Strong customer service focus including demonstrated experience serving avvide variety of people.,.
* Demonstrated ability to multi task and prioritize in a busy and sometimes stressful environment
[000 @CCu[@Cy and @��SOdOO �O dS�@i|�
*t..Y to function undeir hectic and stressful condiflons.
QUALIFICATIONS
Required
* Minimum of18years ofage
* High school graduate orGEO
Four years of general office experience
* NOfelony convictions
Police Clerk
...........Pass a job related Civil Service examination,.
• Must If s;
II falp
fcir�����eri Liria.Wll
l�,,fe ;Jecuriywar�restirai..ninfaions of the �,I- '° rarcicrW����tgcu..
221i1g2 p« rfir�i� nt
• Possess a Washington Driver's License and maintain a driving record acceptable to the City's
insurance carrier.
Preferred
• xp�;irlience worlkin iin ...p lfA.Jc sector llaw enf rcein"ient
• ::::x.. rIence lire social ir"iedi« and uuebsi.t a .. t�« �f .n .
Enp.p ..........................................................................................................................................................................
Placement In this �w��ltlo�n hs ��ub "ect taw a tl°w� L2!,r� /°w bacl��� E2.g, nd Invc`s!l 2 a9212 Includlnf� a
P l M! P/ .1...
WORKING CONDITIONS
Duties are performed primarily in an office environment with sitting for long periods of time, utilizing
standard office equipment and personal computer. The noise level in the work environment is usually
moderately quiet. May be required to deal with upset customers. This position typically requires
movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and
repetitive motions. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force
frequently, and/or a negligible amount of force constantly to move objects.
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 maybe made to
enable individuals with disabilities to perform the essential functions.
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.
Police Clerk
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.
Police Clerk
City of Port Townsend Job Description
I1:361lliice Recourdslf , " f lf; S LIf : � Dead
Classification title:
Police Records Lead
Working title:
Police Records Lead
Department:
Police
Union:
I 49+��,,,...i �°:,�'F e eira°asers
General Gov rni a°ae r°rt
..............................................................................................................................................
FLSA status:
Non-exempt
Wage Range:
21
Hours:
Full-time
Effective date:
Jan a-ry 2022.;.._Qct.,,...R 025
Reports to:
Police Chief
Civil Service
Yes
JOB SUMMARY
Under general supervision fron;.o f 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 JAC) 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 :02:
• 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 . fog :. 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.
I .. e ° .. �.. ,..,rvw oveir eirv., s irr a lea d. rcllf fc fr« iirl a rr.c.J..i .ierrf r f ffr e.....ar+d.....& .... .
Police Clerk(s) 2D.� cf W°r e Ir..._flr .r°.f.....ff,Ic"e....° .f .ff::.
• Performs other related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
*.... M ,f cu ao- r t �c rraf ..a ....our rn r ...{ r r r°rg o:f...n:: �: i l props,irty o f..a4...Il�Od&
• Knowledge of the Washington State E e c o..i.r..c.J. s 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.
�... 4 i44y 4"4)ra t °- pull c a�"Kl o#wr C,,'4y elri Noyee& 4"-..vairy4i OF Wi4l, taGt... d
.... a 4 ....i .i ..... �:�a�'....a-H�' �a��`�-o �e ir...: ow�:f...o �G.,
• Intermediate exp :.irwer° Il iilllls 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 in"ieficullcus a.nd scru�pW.2... gg, uirate « �,�,car�_nfiinr « r��� Wr« r°���Iliir�c� caf irr�« ff;irii« III„ I iLgpp -.y caf III„II
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f: cirliirriurrii, « fiicarr,,,,,« r�� iirr, �;rf �;r care« II ,Il iillll uuiifWr fWr IbiilI ... 1.2 interact with dJive.rse l,i[2L!p ,caf
.... iiilliif..:fc «�«.Ilf fca W°�«rrciir°fcfiiiruirr�f«rl� ucWr «W�iiffiir°rc Ilriicairiifii�x....urr�xfcf�;t f Wr«Illlprlcf�;...
cir y« iriiaLlo,ri iirr fLie woirllscllc« c� wu-ii!lIe irri« iirrf iirIiiri cirrif�c�, wire and effe�cfii�r��r„r,ess.
• vli iilliif fca � ff� �fii r lly « rf) � ff jif�rrflly cairr�irriuniicate..with ff « irr� ir"iei rfli��;lrs;L irri« r�ra errs and c their
� p« rfmpmfs I fWr p�irll 21!y «,n� iI uuriifiirrcf,,,,,,,u iirrcf,,,;f« cf Ir,gli��rrc and ourte y fca carr�r��y iiInstru fiicarr
rc�rlid fe�ed�« clk ire ceiv fe�edl�« clk and resolve issues.
f.............................................................................................................,..........................................................................................................................,........................................................................................................................................
... Ll .Jliif to iinteract Wi1t.h the pul llii� « rl�� cafWr��lr C..1-Y � irr�lpllc f���� iir�...vair ng �iifu fiions with tact an
�li,.11cirr°sec �irr°�car°rfr«flir°rc irr°�«furlif «r°r�irr°icflicrr«II f«lililllif
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,y......................................................,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,
�ijit to lead and firain atheir front office staff.
Police Records Lead :02:
.... Al iijit to ir"mintain coopo;r« fii e and eff-,ocfiive woirlkin i[� lIgjiioans.hi uLith co worlkeirs
..r°I c gI : .::.:.......n..�j......1 �.. 1,grf I.�.M Ir .
• 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.
• vl iillii„ty..:to den„Ilc�nstirat Absolute integrity in the handling of police evidence and property and use of
criminal justice information systems.
M4MMU.
U .. 11.....111II°° III. S
11:12 ,�;�,iii,ur d,;
..........An Associate degree plus three years of administrative support work experience,,,,
.................... .7w"4 P revious work experience in a public sector law enforcement agency.
•Must Igo; Iof ifcir. d �of�erLiria.�Wodll
o�2. L).!P!P �CIS Security f![g.! ir���he secuired pg[j..!ns of the �i'°ararcu-
pclliipo ofop«rfir:ior°rt.::.
• Level II ACCESS certification.
• Valid Washington State driver's license and abi.I.J. fc ir-mintain e driivi.nc ire crd acre. j. 1kL1� to the
9.............................................................y......................................................................................................................................,....................................................................................L?............................................................................
Q.G y'.° .....ii..r.:ls u i.r..a.r:l.c..e .p lrlrii.e1r..,
Preferred:
• Bachelor's degree,,,, pfefairFed
• Property and evidence handling and public records processing experience strongly preferred.
• I rlor & ,upervisory coir„ II_�; a dj experience.
Placement in this position is subject to a thorough background investigation, , iflZ , l�r sl a
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.
Police Records Lead :02:
"7772 [ L.V ical den7ands described /7e.re are re resentative Of those that n7ust be n7et bV 2!2�2 r t y 2 t2
.................. . ... ..................................................................................................................................................................................... .............. .......................... ............ 1 2 2 . ... . .....
. ............................................................................................................................................................................................................................................................ ..........
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essential functions Of thiS..1 17 1 2L, .......... E!2.222nabie accon7n7odations t' aV L!2 tnade to
............................................................................................................................................................................. .............................................................................................................................................................................. ......... ... ...................................................
enable individuals With disabilities to..f.2tL= tL2 essential functions,
.................................................................................................................................................................................................................................... .............. . ..................................................................................................................................
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Diress wid p.[2pjate to the jfior"i.
................................................................................................... g[2221.ng ��P. .......................... ............. ...................... ...............................
S tt i i a r"i d jces a e !g the p!2. jfior-i.
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............................................................................................... ......................................................................................... y . ........................... ...................... .... . ...............
EstaUhlsh wid in"iailr"itailr"i efft.,�cfive woirk�lr"ig r"i h�p �LiIth ft.,�.I[ow ein"ip.[gy
................................. ............................................................................................................................................................................................................................................................. ... 2 s . .......... i ............... ............. ..... .................... ..................... . ...
"F/7!2 CL 2f..Egrt"Townsend is an e..�Li.. i e..tZy t L
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t.tr t2.� g�. 21ifications and c 7 etence, The e [ s . .2t�cies and all en7f t2Y 12.t2t ractices Shall b a lie d
............................................................................................... ....... ................................................................................................. ..................................................................................................... . fir ........ e f
....................................... ........ . ........................
�.Alith.of.Jt..regard to any individual's sex race co/oL gL2!2.� f2t 2LI�in sexual orientation
.................... ....................... ............. .......................... ............. .................. ............................................................................................................... ............................. ............................ ............ g .............................................................................................................................
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1' 0 / it'n lies that these are the oni duties to be erfortned, The et'17
. ... .. .. .. .. ...... . .... in n vi ay y
............. ................. ....... ........ ................ f ........................................................................................................................................................................ z .................................................................................... I ............................ .....
..... ............................................. ...................... ................ o c !.. y . w n to r 17 c osition will be. re . ... uired to folio a V -related instructions an ... ........ 2tL2L.1
........................ ......................................................................................... .............. q 2L .... ............................................................................................ ............. ... .................................................................................................................................................................... ............. ......... fa.f..
Otter L2�.� ��jtj�� V nlisors,
.. ....... ... ................................................
ThiSj L �12,2�.tion does not constitute, an et,12pt 2!2Lf L!2tvveen the City
.............................. ................................................................................................................................................................................. ................ ....................................................................................
afadis s. C to Ch n e as the needs f e i. iren7ents Of the 0 C 7 n e,
.......... ............ ........ ............. ................ 2 .......... g ...................................................................................................... 0 th 22�j t�2.c
.............. ..................... .. L . ..................................................................................................... ............ ............
Police Records Lead :02�