Police Department Records and Evidence Clerk

CITY OF BONNER SPRINGS•Bonner Springs, KS

2d•$23 - $31•Onsite

About The Position

Under the direction of the Investigations/Administration Captain, the Police Department Records and Evidence Clerk performs public information, records management, Kansas Open Records Act (KORA), evidence and property management, and clerical duties. The position serves as a contact for routine public and records inquiries, coordinates approved communications, safeguards departmental records and evidence, and provides administrative support. The work requires accuracy, discretion, confidentiality, sound judgment, and effective customer service. The role supports public communications and routine media inquiries; receives and coordinates public-records requests while observing applicable deadlines and disclosure procedures; maintains secure, accurate evidence and property records; and processes police reports and related documents. Sensitive, complex, disputed, legally complex, investigative, or potentially high-liability matters are referred to the authorized decision-maker or legal counsel. Final public-records release determinations remain with the official custodian or another authorized official. Work is primarily in an office and police department, with regular contact with employees, the public, media, and outside agencies. Duties may involve sensitive, confidential, disturbing, or graphic information and materials. Occasional evening or weekend work, public events, and response to time-sensitive requests may be required. The employee must safely handle, move, or store evidence and property within established limits and complete City and Police Department training required for assigned duties.

Requirements

High school diploma or equivalent required.
Knowledge of municipal operations, police administration, records management, evidence documentation, chain of custody, and information security.
Working knowledge of KORA and records procedures, with the ability to recognize confidentiality, disclosure, retention, and evidence-handling issues.
Strong written and verbal communication, organization, accuracy, attention to detail, and ability to manage competing priorities and deadlines.
Sound judgment, discretion, confidentiality, and composure when handling sensitive or disturbing material.
Professional interaction with the public, media, attorneys, and law enforcement personnel.
Proficiency with computers, office software, records/evidence systems, digital media, and databases.
Ability to work independently and collaboratively.
Must complete City and Police Department training required for assigned duties, which may include KORA compliance, law enforcement records management, evidence/property management, public information, criminal justice information security, and applicable records management systems.
Must safely handle, move, or store evidence and property within established limits.

Nice To Haves

Associate or bachelor degree or relevant coursework in criminal justice, public administration, communications, records management, or a related field.
Three years of progressively responsible experience in administrative support, records, public information, evidence management, or a related field.
Experience with confidential records, public records requests, law enforcement systems, public communications, or chain-of-custody documentation.
Equivalent education, training, and experience may be considered.

Responsibilities

Respond to routine public and media inquiries and refer sensitive, complex, or high-profile matters to the Police Chief or designated spokesperson.
Prepare and distribute approved releases, incident updates, safety announcements, educational materials, and outreach communications.
Maintain assigned social media, website, and communication channels; coordinate messaging with City departments, agencies, and community partners.
Monitor media coverage and inquiries, elevate significant concerns, and maintain communication records.
Ensure public communications are accurate, timely, professional, and consistent with law and department policy.
Receive, log, track, and coordinate records requests, including monitoring deadlines, fees, status, and final disposition.
Coordinate with department personnel, City administration, the City Clerk, City Attorney, and other appropriate parties to locate and review responsive records.
Identify potentially confidential, exempt, restricted, or protected information and coordinate appropriate redaction and release of nonexempt portions.
Prepare request correspondence; coordinate authorized fees; maintain procedures, forms, templates, training materials, and compliance reports.
Maintain working knowledge of KORA, records requirements, policies, and retention rules, and provide procedural guidance to staff.
Refer sensitive, disputed, legally complex, investigative, camera-recording, litigation, or potential-liability matters to the authorized decision-maker or legal counsel.
Receive, document, label, inventory, and securely store evidence and property; maintain accurate chain-of-custody records.
Maintain evidence entries and access controls and identify items requiring special handling or packaging.
Coordinate laboratory submissions, authorized releases, notifications, inventories, audits, discrepancy reviews, and lawful retention or disposition.
Track evidence associated with investigations and court proceedings, including safekeeping, found, and recovered property.
Immediately report missing items, discrepancies, security concerns, or chain-of-custody issues to a supervisor.
Process, review, enter, file, retrieve, scan, index, archive, and retain police reports and related records.
Process routine report requests and authorized information sharing while protecting criminal justice information and confidential records.
Support case files, citations, court matters, subpoenas, discovery coordination, correspondence, forms, and document preparation.
Respond to calls, emails, and counter inquiries; route requests and provide accurate procedural information within assigned authority.
Prepare routine reports, spreadsheets, and statistics; maintain office supplies, forms, and filing systems; perform related duties as assigned.