Records/Evidence Clerk Job at City of Fort Scott
Job Title: Evidence Custodian and Records Clerk
Department: Police
Reports To: Police Lieutenant
FLSA Status: Nonexempt
Prepared Date: March 2023
SUMMARY:
Under the general supervision of the Lieutenant.
The Evidence Custodian is responsible for the safekeeping, storage, destruction, and transfer of the evidence. Individuals in this position must have knowledge of property packaging, storage, and disposal techniques and must be familiar with all rules, regulations, and laws governing the custody of property and evidence.
The Records Clerk is responsible for answering administrative telephone calls, receiving visitors, and maintain Police Department Records. Individuals in this position must have the basic knowledge of the Kansas Open Records Act and what information can be disseminated and or redacted.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
EVIDENCE:
- Maintains the standard of City safety policies and procedures.
- Maintain property reports and other documentation associated with the “chain of custody” procedures for all property.
- Issues property being retained as evidence to officer at time of trial upon receipt of authorization.
- Telephones owners or mails letters to notify owners to claim property, and releases lost or stolen property to owners upon proof of ownership.
- Returns property to released prisoners or court ordered individuals.
- Prepares list of articles required by law to be destroyed and destroys narcotics and drugs (upon authorization).
- Lists and sends unclaimed or confiscated money to finance management at City Hall.
- Sends unclaimed and illegal weapons for official destruction.
- Appears in City, State or Federal courts to give testimony and provide evidence.
RECORDS:
- Answers department telephone calls and routes calls or provides information as required by each caller.
- Meets general public and handles their concerns or needs either personally or routes them to the proper personnel.
- Maintains motor vehicle accident reports, criminal reports, general purpose reports and administrative reports in such a manner that each record is secured and can be located in a timely manner.
- Able to send mandatory reports electronically or manually to other agencies such as KBI and KDOT.
- Operate computer terminals to access information regarding case dispositions and other related information involving the motor vehicle, criminal, and general purpose reports.
- Maintain working knowledge of local, state, and federal laws involving the storage and dissemination of police department records.
- Inputs data into standard office and department forms.
- Performs other clerical duties as necessary.
- Distributes and delivers reports to various agencies when needed or as requested.
SUPERVISORY RESPONSIBILITIES
This job had no supervisory responsibilities.
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED)
QUALIFICATIONS to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to draft routine reports and correspondence. Ability to speak effectively before customers, employees, or organizations.
MATHEMATICAL SKILLS
Ability to apply basic algebra by using addition, subtraction, multiplication, and division.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written or oral form. Ability to problem solve.
CERTIFICATES, LICENSES, REGISTRATIONS
Requires valid drivers license and must meet City’s driving history guideline.
PHYSICAL DEMANDS
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.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to toxic or caustic chemicals, outside weather conditions, and explosives. The noise level in the work environment is usually quiet.
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