Police Evidence Clerk

Duties

Essential Functions & Duties

• Receive all incoming evidence, including but not limited to weapons (including firearms), drugs and drug paraphernalia, currency, jewelry, sensitive documents, biohazards from the Palmer Police Department.
• Check evidence and accompanying paperwork for accuracy and completeness including, but not limited to: ARMS Data entry, Evidence tags, Request for Laboratory Services, and 15-day property forms.
• Maintain the chain of custody on all appropriate evidence facility forms and databases. Make evidence available to Officers as needed.
• Advise Officers on proper guidelines for sealing and packaging different types of evidence to be submitted for storage and/or processing by the Crime Lab.
• Complete disposition of all evidence or property per instructions received from the Case Officer, the District Attorney’s office, or court orders. Including destroying evidence that no longer has any monetary or evidentiary value, destroying contraband, forwarding forfeited property to the appropriate department or charity, and returning property to the rightful owners. The evidence to be destroyed includes, but is not limited to drugs and drug paraphernalia, alcohol, biohazards (e.g.: hair, bodily fluids, blood swabs, syringes, etc.), paperwork, firearms, miscellaneous weapons (e.g.: knives), and clothing.
• Accurately enter and update data in APSIN and ARMS as it pertains to the evidence being received, stored, and removed from the Palmer Police Evidence Facility. Special attention must be made when dealing with weapons, money, and drugs. All weapons must be checked in APSIN, NCIC, and ARMS before they are entered into the APSIN evidence database to verify if they are stolen or missing. Verifying in APSIN/NCIC and ARMS, following regulations and statutes, information reference owner status to be sure the weapon may be released to the owner or individual approved to receive the weapon.
• Transfer evidence to and from the State Scientific Crime Detection laboratory for testing at the request of the Officers and Attorneys. Ensure the evidence in the evidence facility is as current as possible by completing audits of the facility to determine if something has been authorized for disposal or release.
• Process, package, and mail evidence to other police agencies, scientific crime laboratories (including but not limited to the Federal Bureau of Investigations Scientific Crime laboratory), and registered owners in and out of the State of Alaska via registered mail.
• Monitor the evidence holding lockers, to ensure they are empty and available for the Officers to use for submitting large pieces of evidence during the evidence custodians off duty hours. The evidence custodian empties these lockers daily and makes sure the locks work and keys are always available.
• Be available for issues that arise after hours. Process Discovery Requests received by the District Attorney’s office (DAO) by duplicating audio tapes, videos, DVDs, and digital media as requested. Maintain a spreadsheet showing all discovery requests received and completed.
• Advise owners of the status of their property, as well as what they need from the Case Officer, District Attorney, or court system before they can have the property returned to them. Contact the owners via telephone and/or mail informing them when and where their property may be retrieved. Release the property to the owner once all pertinent documents have been received.
• Receive, interpret, and digitize and archive all forms used in the day-to-day work of the Evidence Facility to include evidence dispositions, return to owner letters, weapons files, and firearms tracking forms.
• Answer incoming telephone calls and take appropriate action on those calls involving evidence, and property related questions.
• Schedule and attend evidence viewings with attorneys remaining with the evidence during the viewing to ensure security of evidence and maintain the chain of custody.
• When the Case Officer is no longer employed by the City of Palmer and there is still evidence located in the Evidence Facility, review the case report to ascertain the disposition of the case and to whom the property belongs. Documents and submit for approval recommendations for the final disposition of the evidence in question.
• Perform duties of Notary Public as necessary when releasing property, including firearms to persons other than the actual owner.
• Complete updates and changes to the Evidence Facility Standard Operating Procedures Manual as needed.
• Testify in court regarding chain of custody and the process of handling the evidence if necessary.
• Transport all bio-hazard evidence to the appropriate locations for disposal.
• Performs all duties of Records Custodian for the police department. Enters all applicable police report information into APSIN, provides copies to appropriate agencies for prosecution, and files originals for historical retrieval. Files citation copies and forwards originals to the Court after entering all information into APSIN. Maintains open NCIC cases and prepares for state and federal audits. Maintains custody of all police records and destroy records as per Alaska Statutes and the City’s Records Retention Schedule. Responds to records requests from police, military, other government agencies, insurers, and private citizens. Must have extensive knowledge of records release policies, including HIPAA mandates and regulations.
• Receive, process and audit confidential police records, reports, and crime data information according to established guidelines; perform specialized computer searches and queries; distribute reports and crime information to internal staff, outside agencies, and members of the public according to established guidelines and laws.
• Receive, maintain, and update computerized police records and reports via electronic processing.
• Assist officers, law enforcement personnel, and other law enforcement agencies with various requests regarding crime trends/patterns, known offenders, background checks, and criminal history; conduct specialized research and gather information as necessary.
• Answer the telephone and assist the public with questions related to police records, reports, and crime information. Respond to public inquiries in a courteous manner; provide information within the area of assignment. Resolve complaints in an efficient and timely manner.
• Process in-custody and out of custody arrest paperwork for felonies, and misdemeanors
• Process criminal complaints and ensure their submission to the court.
• Disseminate complete police reports and digital evidence to the District Attorney’s office to ensure prosecution.
• Maintain dissemination logs for all released CJIS information.
• Scan a variety of reports into the Alaska Records Management System, including legacy paper reports, supporting documentation, property disposition, evidence, and any other necessary documents pertinent to police records.
• Perform auditing of Alaska Records Management System (ARMS) data entered and maintained by PPD.
• Act as PPD point of contact for ARMS support, Getac support, the Court, and District Attorney’s office.
• May, at the direction of the Chief, respond to major crime scenes as part of the investigation team to oversee and assist with the processing of the scene, ensures the correct collection and packaging of all evidence, and directly interfaces with both the state and federal crime laboratories.
• Establishes and maintains files, records, and other resource information, both by hard copy and by data entry into the software program used by the department; keeps suspense file on recurring and other scheduled requirements for replies, reports, and other information sources. Compiles crime and police incident statistical data as requested by outside entities or in response to internal requests.
• Writes correspondence, reports, and other materials, drafts, or general instructions; such correspondence, mailed under their name and title, must be of exceptional quality to represent the Department and the City of Palmer. Obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction, and typographical accuracy; presents finished materials for review, approval, and distribution.
• Drafts standard operating procedures for the Evidence and Records functions of the Department for review by the Chain of Command; ensures ongoing compliance with these procedures.
• Provides liaison with contacts within and outside the organization; obtains and disseminates information as provided by law.
• Obtains, develops, and/or compiles, and presents in suitable format a variety of data related to the work of the office; creates special reports using electronic information.
• Serves as liaison with City Department Directors or their designees to assist in OSHA compliance; maintains OSHA compliance for the Department of Public Safety.
• Obtain and retain clearance to utilize APSIN, NCIC, and NLETS computer systems to retrieve, enter, update, and delete all information in these systems that are required by this Department. Remain current on all laws and policies pertaining to system use and the release of information, releasing only to authorized personnel and agencies.
• Assists with special projects, as assigned.

 Earn a Degree in Crime Scene Investigation, Forensic Science, or Computer Forensics

Requirements

Knowledge, Skills, Experience and Personal Qualifications

• Ability to understand and maintain the highly sensitive and confidential nature of information and records.
• Ability to perform word processing at a minimum of 50 words per minute corrected level and the ability to use other software as required by the position.
• Ability to take accurate notes and transcribe at an acceptable level of proficiency, if required
• Ability to draft unit policies and Standard Operating Procedures for approval by the Chain of Command
• Ability to comprehend and execute oral or written instructions and to apply guidelines to varied situations.
• Ability to establish effective working relationships, express ideas, and convey information effectively, both verbally and in writing
• Ability to meet and deal with the public, governmental elected and appointed officials, and others in a professional, courteous, and informative manner.
• Ability to accurately maintain and prepare records, reports, and forms for the Department. Maintain compliance with Records Retention and Release Statutes and Ordinances.
• Skill in the use of computer equipment and electronic data/evidence storage and preservation, as required by the position.
• Must possess and maintain an APSIN security clearance. This security clearance requires maintaining a clean criminal record and maintaining knowledge of APSIN rules and regulations sufficient to passing regular re-certification examinations.
• Must possess a working knowledge of OSHA safety regulations and mandates; be able to communicate these regulations effectively to co-workers and other City officials.
• Must possess a high school diploma or equivalent.
• Must possess a valid Alaska Driver’s License

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