Evidence/Records Coordinator

Responsible for managing the property, evidence, and records for the public safety functions of the Fate Police and Fire Department as directed by department policy and state law.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Accepts property from temporary storage where officers initially secure found property, evidence, or property for safekeeping and transfer it to a permanent storage location.
• Transports narcotics/evidence to laboratories for testing.
• Manages the inventory of the property room in accordance to department policy and state law.
• Checks evidence in and out to officers for review or for court.
• Releases property or evidence to owners as outlined in department policy and state law.
• Purges property by completing destruction orders for items that comply with department policy and state law.
• Barcodes and affixes label to items.
• Assigns a storage location and properly places items in location.
• Proofreads and checks typed materials for accuracy, completeness, compliance with departmental policies and correct English usage
• Files, retrieves, and distributes police reports and related confidential information.
• Prepares and distributes Freedom of Information Requests in compliance with State and Federal law
• Prepares audio and visual recordings, which may include redactions, with a software application
• Prepares case reports for prosecution and sends to the District Attorneys Offices
• Answer emails and phone inquiries which typically involves locating records or explaining procedures to the general public or providing information to other law enforcement agencies or providing records requests to the city attorney.
• Facilitates citizen review reports or videos in accordance with department policy and state law
• Processes letters of clearance.
• May provide temporary assistance and support in a variety of other civilian law enforcement functions within the Department
• Performs other duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of City, State and Federal laws, codes and regulations governing Public Safety evidence and records management.
• Knowledge of standard office practices and principles.
• Ability to work independently, with minimal supervision and attention to detail and use of rational judgment in making work-related decisions.
• Ability to establish and maintain effective working relationships with the general public, other agencies and co-workers.
• Skill in compiling and maintaining complex and extensive records.
• Skill in applying Police records management laws, rules and regulations.
• Skill in effective oral and written communication.
• Skill in preparing accurate reports.
• Skill in data entry.
• Skill in operating standard office equipment including a computer and associated software including but not limited to Microsoft Office and other software utilized by the department.

SUPERVISION RECEIVED AND EXERCISED: The Public Safety Executive Coordinator assigns work in terms of general instructions and spot checks completed work for accuracy and propriety of final results. The position may receive daily instructions from the Chiefs, Captains, and Detectives. This position does not supervise any other positions.

Physical Demands / Work Environment : The work is typically performed in an office while sitting at a desk or table. The employee occasionally lifts light objects (up to 25 lbs). The employee is also required to frequently drive a vehicle.

• High School Diploma or GED
  • Two years of experience in evidence management and/or local government records management preferred
  • Excellent computer skills and attention to detail
  • Possession of Basic Property Technician Certification or ability to obtain within 3 months of employment
  • Possession of a valid Texas drivers license
  • A combination of education, training and experience providing the required knowledge, skills and abilities may be considered