Police - Records/Id - Property Clerk I

City of Abilene; Abilene (TX); On-site; USD 40,000 - 56,000; Full time

Job summary

City of Abilene seeks a records/evidence technician to manage custody of evidence, property, and contraband under police supervision. You will maintain meticulous records, ensure chain of custody, and assist with property releases and court testimony as required.

The role requires accuracy, confidentiality, and the ability to coordinate with victims, departments, and courts. A high school diploma is required and some experience with MS Office/G-Suite is expected.

Qualifications

• One year of general office, recordkeeping, and/or clerical experience is required.
• Prior law enforcement or judicial system experience is preferred.
• A high school diploma or GED is required.
• Valid Texas driver’s license is preferred; ability to obtain within 90 days of employment.

Responsibilities

• Process all incoming items of evidence, property, and/or contraband with minimal errors.
• Maintain written and computer records concerning custodial property transactions and ensure chain of custody.
• Ensure proper chain of custody is strictly enforced for all items.
• Assist victims to determine ownership and release of property when applicable.
• Identify property items for sale at public auction and assist in transfer or disposal.
• Attend Municipal Court property hearings and testify when applicable.
• Assist with property audits and departmental policy development.

Skills

Typing 45 wpm

Recordkeeping

Communication skills

Education

High school diploma or GED

Tools

MS Office

G-Suite

Job description

GENERAL DESCRIPTION

Under general supervision of the Supervisor – Police Records, to perform a variety of duties involved in the care, custody, control, and disposal of evidence, property, and/or contraband that comes under the custodial control of the Police Department, maintains written and computer documentation of all property transactions, as well as the proper chain of custody as required for court prosecution of criminal trials.

SUPERVISION EXERCISED

This position exercises no supervision.

IMPORTANT AND ESSENTIAL DUTIES

• Process all incoming items of evidence, property, and/or contraband prior to receipt and acceptance of such items with minimal errors.
• Accurately maintain and update all hard copy and computer records concerning custodial property transactions in a timely manner.
• Ensure that proper chain of custody is strictly enforced and maintained on all evidence and property items.
• Work with crime victims through various forms of communication to ascertain property ownership and/or to release property, when applicable.
• Identify property items meeting the established criteria to be sold at public auction.
• Assist the Supervisor – Police Records, Division Manager – Police Records, and/or City purchasing department in the transfer and sale of all such items.
• Identify property items meeting the established criteria for disposal; retrieve, organize, and log property for disposal without error and in a timely manner.
• Dispose of, or return to its rightful owner, any evidence and/or property in the manner specified by court orders signed and dated by a District or Federal Judge.
• Deliver property marked for destruction to the Municipal Court for property hearings.
• Attend and testify in Municipal Court for property hearings, when applicable.
• Assist the Division Manager – Police Records and the City Auditor with any property audits deemed necessary.

OTHER JOB RELATED DUTIES

• Assist the Division Manager – Police Records in developing and keeping current all departmental policies and procedures concerning evidence, property, and contraband.
• Perform other job related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Office practices, methods, and computer equipment.
• Principles and procedures of recordkeeping.
• Laws and regulations related to the chain of custody, rules of evidence, and courtroom testimony.

Skill to:

• Type at least 45 words per minute accurately and efficiently.
• Operate various office equipment, including a personal computer using MS Office and G-Suite.
• Organize and prioritize work to meet deadlines in a high-volume environment with minimal supervision.
• Conduct physical inventory counts and audits with strong attention to detail and accuracy.

Ability to:

• Learn position-specific laws, City ordinances, as well as Departmental policies and procedures regarding the care, custody, control, and disposal of evidence and property items.
• Maintain confidentiality and accurate written records of custodial evidence and property transactions.
• Give accurate and effective testimony in criminal courts regarding the chain of custody of evidence.
• Effectively and professionally communicate through various forms of communication with ease, to include verbal and written forms.
• Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
• Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
• Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

Experience and Training Guidelines:

Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:

Experience:

• One (1) year of general office, recordkeeping, and/or clerical experience is required.
• Previous law enforcement or judicial system experience is preferred.

Education/Training:

• A high school diploma or GED is required.

License or Certificate:

• A valid Texas driver’s license is preferred; the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.

Special Requirements:

Essential duties require the following physical skills and work environment:

• Bloodborne Pathogens training, HazCom training, and HIPAA Compliance training are required within sixty (60) days of employment.
• The ability to pass a Criminal Justice Information System (CJIS) background check is required.
• T.A.P.E.I.T. Conference attendance and basic certification achievement is required. May be obtained within the first six (6) months of employment or first available conference.
• Must be able to work in confined areas and in parts of the building where there may be extreme hot and cold temperature variances.
• Ability to work non-traditional hours as needed.
• Ability to be exposed to outdoors, confined work spaces, chemicals, foul odors, explosive material, drugs, and narcotics.
• With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:
• ___ Sedentary – lifting of no more than 10 pounds
• ___ Light – lifting no more than 20 pounds; carrying up to 10 pounds
• ___ Medium – lifting no more than 50 pounds; carrying up to 25 pounds
• ___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
• ___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes:

The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Code / Task

_M_ Standing

_E_ Sitting

_M_ Walking

_M_ Lifting

_M_ Carrying

_M_ Pushing/Pulling

_A Overhead Work

_I Fine Dexterity

_I_ Kneeling

_M_ Crouching

_A_ Crawling

_M_ Bending

_M_ Twisting

_M_ Climbing

_M_ Balancing

_E_ Vision

_E_ Hearing

_E_ Talking

___ Other: __________