Records Evidence Clerk

City of Shelton; Shelton (WA); On-site; USD 42,000 - 56,000; Full time

Job summary

City of Shelton is seeking a Records Division Clerk to support the Police Department’s Records Unit. The role involves front desk customer service, processing permits, fingerprinting, cashiering, and keeping case files current while ensuring proper disclosure and data handling.

The position also covers property/evidence room duties, subpoenas, retention procedures, and annual data publication. A high school diploma and state certifications may be required.

Qualifications

• High School Graduate or GED
• At least two years’ experience with customer relations and computer skills
• Equivalent combination of experience, education, and training may satisfy requirements
• Must be able to obtain ACCESS Level 2 certification and TAC certification
• Must have valid Washington State driver's license

Responsibilities

• Greet the public in a prompt, warm, service-oriented manner according to City standards
• Process permits such as concealed weapons and gun dealer permits; fingerprinting and security checks
• Handle cash receipts and other payments; provide front counter and phone coverage
• Maintain department case and arrest files; data entry and reporting within timelines
• Disseminate records to other agencies and the public; establish retention procedures
• Maintain Evidence Locker Room property; respond to subpoenas and preserve chain of custody
• Compile data for the Annual Report; ensure confidentiality and compliance with laws

Skills

Customer relations

Computer skills

Typing 40 WPM

Public interaction

Telephone protocol

Education

High School Diploma or GED

Tools

ACCESS Level 2 certification

Terminal Agency Coordinator (TAC) certification

Job description

The person in this position is responsible for the operations of the Police Department's Records Division, and for the confidential retention and dissemination of records information and maintaining property and evidence room chain of custody. This is a civil service union position. This position is within a collective bargaining group.Greet the public in a prompt, warm and service-oriented manner and the City's standards for customer contact and telephone protocol are met.

Customer service activities include but are not limited to processing of permits such as concealed weapons and gun dealer permits; fingerprinting, security checks and citizen collision reports; receipt and balancing petty cash receipts and other payments; conducting tours; public disclosure request; providing general front counter assistance and telephone call coverage for other Police Department Divisions.

Records keeping duties include, but are not limited to: maintaining the department’s case files and arrest files, pursuant to State and Federal laws; keeping data entry, reports (with or without body camera footage), and assigned tasks current and within established timelines; handling found property; disseminating authorized records to other jurisdictions, agencies and the public as required; establishing retention procedures based on current Washington State requirements.

Compile and publish data for the Annual Report.

Evidence duties include maintaining all property in the Evidence Locker Room to include processing, recording, securing, storing and preserving the chain of custody until final disposition of the property; responding to subpoenas for court testimony; maintaining confidentialityTo perform this job successfully, the person in this position must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE:

High School Graduate or have a GED. Have at least two (2) years’ experience with customer relations and computer skills; or an equivalent combination of experience, education, and training that would provide the level of knowledge and ability required for the position.

COMMUNICATIONS SKILLS:

Must have strong skills in communicating and presenting a positive, professional image of City services. Ability to communicate effectively with the public, using tact and discretion, in responding to questions, comments and complaints from citizens in a calm, professional manner. Ability to follow written and verbal instructions, and to write clear and accurate reports.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts with error free accuracy.

REASONING ABILITY:

Ability to work within established guidelines with little direct supervision. Ability to deal with the public in all types of situations arising during daily work activities, and ability to use a high degree of sound judgment. Ability to understand and carry out oral and written instructions. Ability to research and locate records using the computer system. Ability to meet deadlines.

CERTIFICATES, LICENSES, REGISTRATIONS:

Have, or can obtain, a valid Washington State Motor Vehicle Operator's License. Have, or can obtain, ACCESS Level 2 certification and Terminal Agency Coordinator (TAC) certification.

OTHER SKILLS and ABILITIES:

Ability to use a personal computer, calculator, paper shredder, multi-line telephone system, miscellaneous office equipment; and the ability to type 40 WPM with accuracy.The work environment conditions described here are representative of those an employee encounters while performing the essential functions of this job.

Work is typically performed in an office environment.

This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.