Police Records & Evidence Administrator

Description 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.

• 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…