Police Records & Evidence Administrator

Wage Range: $29.76/hr. - $47.02/hr. DOE

Job Summary:

Maintains police records and is responsible for quality control of all evidence collected by officers for the department.  Provides a variety of administrative support services to Department staff.

Essential Functions:

• Directs and leads subordinates in adhering to laws and ordinances for the Tribal Police Department


• Responsible for receiving, storing, safeguarding evidence, and maintaining chain of custody and quality assurance of all evidence collected by Officers and maintains quality control to evidence locker at specified location.


• Maintains accurate and current records for chain of custody.


• Assist with establishing and maintaining efficient procedures and operation pertaining to the receipt, storage, retrieval, control, and disposition of all seized property.


• Assist with establishing and maintaining efficient procedures and operation pertaining to the receipt, storage, retrieval, control, and disposition of all body camera footage.


• Releases evidence for lab work and court appearance, returning cleared property to owners, coordinates the transfers of property and/or evidence to other agencies when applicable.


• Destroys, transfers or disposes of unclaimed found property or other items deemed eligible for release.


• Assists with maintenance of filing systems for department. Archives files when appropriate.


• Enters, reviews and confirms correctness of police reports, traffic citations, criminal citations, and public safety ordinance violations into a regional computer system.


• Writes supplemental police reports when appropriate and submits for review and approval.


• Serves as LEDS (Law Enforcement Data Systems) representative for the Department; enters locates, stolen articles, missing persons, and other such records into statewide system, responsible for maintenance and quality control of such records.


• Serves as a local administrator for the law enforcement systems, including Mark 43 (records management system), LOIS (State forensics lab system), OJCIN/OECI (court systems) Coplink (law enforcement) and others. Trains new Officers to system and maintains bi-annual recertification.


• Processes public records requests.


• Works closely with the District Attorney’s office and other city, county, state, Tribal and federal law enforcement agencies to share records and aid in investigations.


• Provides administrative support to department that includes but not limited to various correspondence in written and in verbal communication, answering and routing calls, arrange travel for department staff with regard to trainings, seminars, and other office duties as assigned.


• Maintains all office equipment and orders office supplies as needed and approved by the supervisor.


• Is responsible for answering emergency calls to the Police Department and routing the call to 9-1-1.


• Delivers and/or mails citations and other items to the Polk and Yamhill County DA’s respective offices.


• Takes initial police reports from walk-in visitors when appropriate.


• Performs background checks, research and follow-up on investigations and criminal complaints for Officers when appropriate.


• Processes Concealed Carry Permit applications and maintains records.


• Maintains personnel records on Officers including all required trainings.


• Assists in promoting program information to Tribal members and Community members by phone and e-mail. All correspondence must be approved by supervisor.


• Maintains confidentiality and security of all business matters in the department.

• Performs a variety of other duties as assigned by supervisor.


• Participates in the hiring process for new employees by participating in interviews, contacting references and coordinating pre-employment testing and correspondence.


• Prepares and distributes meeting notices and agendas. Attends meetings as required to take minutes. Transcribes into prescribed format and distributes minutes.


• Attends tribe, state, federal meetings at the Chief’s request on behalf of the Chief. Attends evening meetings as necessary.


• Assists the Tribal Police Department with establishing, planning and maintaining community events.


• Assists in preparing department’s annual budget.


• Ensures subordinate compliance with department policies and Tribal rules.


• Performs a variety of other duties as assigned by supervisor.

Supervisory:

• Supervises, evaluates, trains and provides guidance to subordinate personnel.


• Ensures the hiring, training, promoting, assigning, disciplining and discharging of records and evidence assistant are in accordance with Tribal Law, including without limitation, the Tribal Employment Rights Ordinance (TERO).


• Assures staff adherence to all policies and procedures, work, safety and administrative rule, Tribal Law and State Regulations.


• Serves as a mentor, as requested, for Tribal career development.

Education, Experience, and Licenses:

• Requires a high school diploma or GED and five (5) years of evidence and records experience.

• OR equivalent combination of education, training and experience.


• Requires one (1) year of supervisory or lead experience.

 Driving Requirements:

• Employees may be required to drive for work-related purposes and must maintain a valid Oregon Driver’s License (ODL), meet company vehicle insurance requirements, and provide proof of personal vehicle insurance.

Qualifications, Registrations, and Certifications:

• Must be LEDS certified  and maintain mandatory certification while employed.


• Must learn the Mark 43 regional law enforcement database within six (6) months of hire.


• Must become a Certified Property and Evidence specialist through IAPE within one year of hire.


• Must attend or receive 24 hours of annual leadership training through PoliceOne or local seminars.


• Working knowledge of computer hardware and software applications such as, Microsoft Word, Excel, PowerPoint, and Outlook.


• Required minimal typing speed of 40 wpm.


• Must have excellent verbal and written communications and have the ability to work with minimal supervision.


• Possesses excellent organization skills.


• Must have ability to communicate effectively and positively with all citizens from a variety of racial, ethnic, cultural and economic backgrounds.


• Must have knowledge of Tribal, State and Federal laws regarding the care and disposition of evidence and property.


• Must have knowledge of court procedures related to chain of custody testimony. 


• Must have general knowledge of weapons and firearm safety and handling.

• Knowledge of and sensitivity to Native American culture required.

Environmental Factors and Conditions/Physical Requirements:

• Requires repetitive movement of the wrists, hands and/or fingers.


• Often requires walking or moving about to accomplish tasks.


• Frequently requires sitting for sustained periods of time.


• Occasionally requires overtime, night, weekend or holiday work hours.


• Work is normally subject to standing, sitting, walking, bending, reaching, kneeling, and occasionally lifting or dragging up to 50 pounds.


• Frequently requires safe and proper handling of drugs and biohazards, including blood, urine and/or other bodily fluids.


• Occasionally required to be in the vicinity of persons during interview, interrogation or arrest; may be subjected to foul language.

• This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.

• Supports a safe work environment by performing all duties in accordance with Tribal safety policies and procedures, and Emergency Management Plan. 


• Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.


• May be called upon to serve as a Disaster Reservist during emergencies.


• Local travel is frequently required with occasional travel outside of State.

Background Check:

Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.