Records/Id - Property Clerk I

GENERAL DESCRIPTION

Under general supervision, 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

These positions exercise 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 Property Supervisor, Records Manager, and/or City purchasing agent 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 Records Manager and City Auditor with any property audits deemed necessary.

Assist the Records Manager in developing and keeping current all departmental policies and procedures concerning evidence, property, and contraband.

OTHER JOB RELATED DUTIES

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.    

Safe driving principles and practices.

Skill to:

Type at least 45 wpm.

Operate various office equipment, including a personal computer using MS Office and G-Suite.

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 communiqué 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, required.

Previous law enforcement or judicial system experience, 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.

T.A.P.E.I.T. Conference attendance and basic certification achievement, required. May be obtained within the first six (6) months of employment in this position, or first available conference.

Special Requirements:

The ability to pass a Criminal Justice Information System (CJIS) background check, required.

Ability to lift arms above head to file or retrieve property/evidence.

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.

Essential duties require the following physical skills and work environment:

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

_X_     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:

Codes for how often:

N         =          No

E         =          Extensive (100 – 70% of the time)

M         =          Moderate (60 – 30% of the time)

I           =          Infrequent (20 – 10% of the time)

A         =          Almost Never (<10% of the time)

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:  _____________________