SHERIFF'S PROPERTY CLERK

Job Specifications

SANTA CRUZ COUNTY

DEFINITION

Under general supervision, responsible for evidence and property under the Sheriff’s jurisdiction and other jurisdictions as required; to receive, load, transport, verify, store, record, safeguard, release and dispose of evidence and other property as needed by the Sheriff’s Office and other jurisdictions; and do other work as required.

DISTINGUISHING CHARACTERISTICS

This is a non-peace officer class with responsibility for evidence and property stores in the Sheriff’s Office as well as off-site locations. This position differs from the class of Warehouse Worker in that the latter class handles routine storage of County department records as well as receiving and issuing supplies, while Sheriff’s Property Clerk handles a broad range of confidential and sensitive records, maintains the integrity and security of criminal evidence, including the handling of hazardous and bio-hazardous substances in a variety of containers and packaging, including but not limited to, contaminated blood, urine, saliva and semen, as well as a broad range of narcotics, firearms, and other weapons.

TYPICAL TASKS

Receive, load, transport, verify, record, code, store, and safeguard various items of evidence and property. Organize the orderly layout of property storage room. Safeguard the confidentiality of evidence and property. Exercise discretion. Obtain a variety of records and reports to conduct follow-up investigation and interviews to determine rightful ownership of property. May appear in court to provide testimony on the chain of custody records on property held as evidence. Dispose of property in accordance with law and following established procedures. Prepare necessary court orders for the release and/or destruction of property, weapons, and narcotics evidence. Work with the Public Administrator and Probation Department in the lawful disposition of unclaimed property. Answer routine requests for information from a variety of allied agencies and the public. Load and transport evidence and property to scheduled appointments for viewing and/or release. Answer the telephone. Provide non-legal information on policy and procedures as they relate to evidence. Refer inquiries or requests to appropriate staff or agency. Research various legal codes as they relate to the retention, release, and disposal of evidence of property. Complete Department of Justice forms for the processing of evidence. Set up and maintain a variety of files. Retrieve information and prepare periodic, monthly, or special reports using an online computer system. Retrieve files from County warehouse. Prepare and load property for transport or mailing. Transport property to various locations. Input and access computer records in County and State systems to determine current status of criminal cases.

EMPLOYMENT STANDARDS

Knowledge:

  Working knowledge of:

• Principles and practices of basic record keeping.
• Filing systems.
• Techniques of receiving, inventorying, safeguarding, storing, and handling of property.

  Some knowledge of:

• Function, organization, purpose, operating and procedure of law enforcement and related government agencies.
• Legal terminology and legal process.
• Rules of evidence and basic criminal law.
• Basic techniques for eliciting and providing information telephonically.

Ability to:

• Determine priorities and organize workload.
• Exercise independent judgment and discretion and safeguard confidentiality.
• Work without immediate supervision.
• Work quickly and accurately on multiple tasks.
• Learn to apply applicable law, rules, and regulations and to inform the public of processes and procedures.
• Read, interpret and understand standard official legal documents.
• Read, understand and follow office policies, rules, instructions, laws and ordinances and general literature pertaining to law enforcement activities and property matters.
• Work at a computer keyboard for extended periods of time to input and access data.
• Operate standard office equipment.
• Prepare and maintain accurate and concise records and files.
• Maintain a clean and orderly storage facility.
• Establish and maintain a cooperative working relationship with fellow employees, sworn personnel, representatives of other law enforcement agencies and the general public, including victims, suspects and persons convicted of serious and violent crimes, and people with mental illness.
• Deal tactfully and effectively with a variety of individuals who may be emotional, hostile, or irate.
• Perform heavy manual labor which includes moving and lifting heavy and bulky objects weighing 50 pounds like storage boxes holding evidence or property or hanging a bicycle on a hook 6 ½ feet high.
• Use a ladder to a height of 12 feet to store and retrieve property/evidence boxes in excess of 20 pounds.
• Take photographs.

Training and Experience:

Any combination of training and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

One year of experience that has included substantial filing and recordkeeping responsibilities with an agency charged with criminal justice responsibilities.

Special Requirements/Conditions:

License Requirement: Possession of a valid Class C California's Driver's License.

Background Investigation: Ability to pass a background investigation.

Other Special Requirements/Conditions: Exposure to variable temperatures, confined work spaces and heights; strong unpleasant odors, infectious bio-hazardous materials such as blood, urine and semen which might cause chronic disease or death; dust, pollens, chemical irritants; toxic substances; individuals who may be hostile and abusive; evidence that may be disturbing such as homicide evidence.