Public Safety Records and Evidence Custodian

Public Safety Records and Evidence Custodian

Department: Police

Reports To: Police Chief

Salary: $25.07 - $29.94/hr DOE

Property/Evidence Duties & Responsibilities:

• Maintain “On Call” status for call outs to crisis calls and crime scenes when necessary while keeping high level of confidentiality


• Execute search warrants to include processing vehicles, homes, crime scenes, etc.


• Develop protocols and best practice methods for custody of evidence collection in the field


• Train commissioned personnel on department process and procedures related to all aspects of evidence collection and chain of custody


• Demonstrate proficiency in crime scene investigation and evidence collection to include preserving the integrity of department case work and custodial chain of custody


• Act as Administrator for state repository of Sexual Assault Kits, to include transference from state to agency for testing, logging, and monitoring status, and ensuring chain of custody.


• Transfer evidence collected from persons or crime scenes to state agencies for testing


• Act as Administrator for ATF eTrace systems


• Photograph, log and submit all firearms received/seized through AFT eTrace system in accordance with agency contract


• Act as member of the “Investigations Unit” within the department


• Attend and provide depositions to attorneys and testify reference chain of custody in court hearings as requested/required


• Coordinate civil seizures/forfeiture process, including notification and scheduling


• Collect, receive, release, transport, and maintain the security of items submitted, including firearms/other weapons, controlled substances and related contraband, currency, vehicles, chemicals, bio-hazardous items, etc.


• Maintain facility security and control access to secure storage areas


• Assign storage locations for items to ensure chain-of-custody


• Act as liaison to and responds to inquiries from citizens, AHPD staff and other agencies regarding disposition of property


• Monitor and notify owners/agents of release dates


• Research disposal of evidence by utilizing multiple databases to ensure cases have been fully adjudicated


• Prepare and maintain log of property/firearms for resale/auction in compliance with applicable laws and guidelines


• Destroy property, drugs, and firearms in compliance with applicable state law


• Transport items to various locations for disposal/auction


• Perform background checks for release of firearms in accordance with current federal, state, and local laws and regulations, as well as state/local behavioral health units


• Perform quarterly random audits of facility


• Review inventory records with State Auditor when required


• Conduct full property audit every three years with assistance from the Chief of Police or his/her designee.


• Ensure that all biological and chemical hazards are secured and maintained, such as cleaning drying cabinet where bodily fluids and miscellaneous fluid leaks can occur.


• Assemble shelving and rearrange storage spaces as necessary


• Develop and maintain facility forms and procedures.

Records Clerk Duties & Responsibilities:

• Conduct oversight, management, and coordination of all public records requests and public disclosure for Police Department


• Receive, review, and log all public records requests to the Airway Heights Police Department


• Research and compile responsive records to requests


• Assess scope, processes and respond with required time constraints to all public records requests received by the department.


• Make independent and accurate determination regarding statutory exemptions to include review of case law; create documentation substantiating application of statutory exemptions; disclose public records consistent with legal and policy mandates


• Research, analyze, interpret, and remain current on all relevant Required Code of Washington (RCW), Washington Administrative Code (WACs), federal regulations, and case law regarding public disclosure


• Serve as subject matter expert (SME), providing consultation and expert advice to AHPD employees, command staff and partnering agencies


• Performs redaction of information contained within public records as well as audio and video records housed on Evidence.com that are exempt from public disclosure


• Develop and maintain categories for retention on Evidence.com per the Washington Secretary of States Retention Schedule for Local Law Enforcement


• Work with Prosecutors Office regarding case information and responsive records for court


• Develop and maintain exemption log citing reasons for and statues relied upon when redacting or withholding exemption information


• Consult with legal counsel regarding public disclosure when necessary


• Develop and/or revise practices and procedures to ensure efficiency, consistency, and best practices in responding to public records requests


• Design, update and maintain files, forms, logs and tracking systems used in the record search and response process


• Serve as point of contact for public, assisting in accessing information and records, foster cooperative relationships, and exhibits and supports a positive culture of transparency


• Resolves all issues and concerns regarding requested materials


• Develop effective working relationships with requestors and provides timely responses; communicates with requestors regarding status of request(s) from time of receipt to fulfillment of response


• Maintains system of destruction for all records held by AHPD


• Act as SME for referrals from State Attorney General’s Office regarding Police Department best practices and Public Records Disclosure for agencies all over the State of Washington


• Administrator of IA Team Software and provide training when necessary to leadership regarding program and use


• Update IA Records keeping meeting command staff needs for Internal Investigations and Critical Incident Reporting

TAC & IBR Duties & Responsibilities:

• Develop training materials specific to department policy and law enforcement databases used daily


• Train commissioned and non-commissioned personnel.


• Ensure new hires and employees entering the agency are registered with WSP via ACCESS to ensure compliance with state requirements.


• Prescribe security training to vendors and city employees in accordance with CJIS security requirements


• Proficiently operate records management systems to include New World Suite (LERMS, Mobile), and ACCESS databases


• Act as agency TAC for all personnel ensuring agencies ACCESS compliance


• Complete ACCESS Technical and Physical Audits prescribed by WSP


• Develop and distribute newly updated ACCESS policies and procedures


• Manage, track, assign, log and destroy Criminal and Non-Criminal Citations to commissioned officers per state requirements


• Prepare comprehensive statistical reports regarding public records disclosure and IBR (Incident Based Reporting) for command staff and City personnel


• Ensure all IBR case information is accurate, and monthly reports are complete with zero errors


• Conduct bi-annual review of IBR submissions per FBI to ensure commissioned personnel are meeting reporting requirements


• Act as SME for conglomerate of agencies in Spokane County and surrounding area reference IBR and best practices.

Grant Reporting and Accounting

• Reviews grant financial transactions to ensure compliance with federal, state and local statutes, city policy, and grantor guidelines and requirements.


• Recommends solutions, assists with re-budgets, and assists with other changes when conflicts arise with contract provisions or grant requirements.


• Following city policies, grantor requirements, and state and federal requirements, identifies and assists with resolving grant and contract issues pertaining to budget, cost sharing, fiscal, administrative, and procedural constraints, and other similar matters.


• Maintains grant financial records in accordance with city, state, federal, and grantor requirements. Provides records as requested and collaborates with the finance department in response to audits.


• Actively assists in the financial management of awards including budgets, billing, payroll calculations, adjustments, project reporting, and other post-award activities while verifying compliance with city and grantor requirements.


• May participate in policy and procedure discussions and recommend policy or procedural changes as appropriate to improve efficiency and effectiveness.

Qualifications:

Ability to:

• Follow written and oral instructions


• Operate standard office equipment, including a personal computer using program applications appropriate to assigned duties


• Prepare a variety of written and verbal reports, correspondence, and documents


• Communicate effectively both orally and in writing including the ability to manage circumstances involving conflict and upset people


• Perform a wide variety of duties and responsibilities with speed and accuracy under the pressure of time-sensitive deadlines


• Perform multiple tasks simultaneously, including handling interruptions, to complete tasks in a timely manner


• Work in a team environment by assisting others, being adaptable to changing circumstances while being pleasant and professional


• Lift a minimum of 50 pounds


• Type 40 words per minute


• Pass a background check

Experience and Training:

• Minimum of two (2) years of experience with the responsibilities listed required, five (5) years preferred


• One (1) year of office experience


• High School diploma or equivalent required


• Current Washington Driver’s License and reliable transportation

Physical Demands:

• The physical demands and work environment 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.


• Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.


• The noise level in the work environment is usually moderately quiet while in the office.

Benefits:

• Medical, Dental, Vision with City contribution towards premium


• Retirement through WA State Department of Retirement (DRS)


• HRA VEBA Contribution


• Group Life Insurance


• PTO including vacation and sick time accrual, paid holidays (13), and personal holidays (4)