Property and Evidence Clerk

City of Newport • Newport, OR

2d • Onsite

About The Position

Join a team where accuracy, integrity, and public service come together to support the vital work of our Police Department. As the Property and Evidence Clerk, you'll play an essential role in supporting the Police Department by ensuring accurate, timely, and secure management of police records, reports, and evidence. Your work directly supports sworn officers, prosecutors, the courts, and the community while helping maintain the integrity of criminal investigations. The position is ideal for someone who thrives in a structured, detail-oriented environment, enjoys solving problems, and understands the importance of confidentiality, accountability, and exceptional customer service.

Requirements

• Excellent attention to detail and can maintain accuracy while managing multiple priorities.
• Exercises discretion and maintains strict confidentiality with sensitive information.
• Communicates professionally with people from diverse backgrounds, including individuals experiencing crisis or stressful situations.
• Can interpret policies, procedures, and legal requirements while following established processes.
• Is comfortable using computer systems, databases, and Microsoft Office applications.
• Works independently while contributing positively to a collaborative team.
• Demonstrates sound judgment, initiative, and accountability.
• Maintains composure under pressure and adapts to changing priorities.
• Is committed to providing outstanding customer service while representing the City with professionalism.
• High School Diploma or equivalent, AND three years’ comparable office experience.
• Knowledge of general office procedures, public relations, customer service, computers, word processing, spreadsheets, and the internet.
• Business letter writing and formatting.
• Methods and techniques of proper phone etiquette.
• Efficient methods and techniques for record keeping and filing.
• Effective customer service and public relations methods and techniques.
• English usage, spelling, grammar and punctuation.
• Skill in the use of computers, various professional software programs, and standard office equipment.
• Strong customer service, organization, time management.
• Strong attention to detail.
• Customer service orientation and skills.
• Exceptional interpersonal skills, strong oral and written communications skills with a variety of audiences; ability to communicate complex material in a simple, understandable manner; competence in Business English, spelling, and punctuation.
• Strong reasoning, analysis, and problem-solving skills combined with excellent judgment and professionalism.
• Ability to exercise a high degree of accuracy, confidentiality, and accountability to preserve the integrity of criminal investigations and judicial proceedings.
• Ability to establish and maintain an effective working relationship with City management, employees, other entities, and the public.
• Ability to communicate effectively, both orally and in writing, with individuals and groups.
• Ability to be self-directed with daily work; Physical ability to perform the essential job functions.
• Ability to work effectively in a work environment with numerous interruptions and conflicting demands on one’s time.
• Ability to lawfully operate a motorized vehicle for City business on a regular basis.
• LEDS certification within 70 days of hire.
• Obtain State of Oregon Notary Public within 60 days of hire.
• Possess a valid Oregon driver’s license at time of hire.

Nice To Haves

• Experience working in records management, evidence management, public safety, courts, legal services, or other highly regulated administrative environments is desirable but not required.
• Knowledge of general police office practices and procedures; ability to enter data quickly and accurately in Word; effective verbal and written communication skills; ability to establish and maintain effective working relationships with employees, other governmental agency representatives, city officials, and the public; ability to exercise independent judgment.

Responsibilities

• Review and process police reports, citations, and field interviews submitted by sworn personnel to ensure accuracy and data integrity within the records management system.
• Maintain case report files and route records to appropriate agencies.
• Enter citations, field interviews, SID and FBI numbers, pawn slips, and court dispositions.
• Make corrections on case reports as needed.
• Archive case reports in accordance with the State of Oregon’s retention schedule
• Respond to public inquiries and process requests for the release of records, including those from insurance companies, attorneys, and citizens.
• Answer incoming phone calls and assist walk-in visitors at the service counter.
• Process subpoenas and maintain officers’ court calendars and approved time-off schedules.
• Register and process sex offender documentation for submission to the Oregon State Police.
• Run criminal history checks and driver’s license inquiries as authorized.
• Facilitate the secure receipt, documentation, storage, control, release, transfer, and final disposition of property and evidence in accordance with department policies, Oregon law, and accreditation standards.
• Send and receive evidence to/from Oregon State Police Forensic Laboratories.
• Manage digital evidence, forwarding necessary digital evidence to District Attorney's Office.
• Perform additional responsibilities as assigned, which may include: Abandoned and Impounded Vehicle processing, Subpoena Calendar management, Other administrative or operational tasks supporting department needs.

Benefits

• Excellent Health, Dental, and Vision coverage for you and your family
• Access to City-funded retirement benefits
• Employee Wellness Program with resources to support physical and mental health
• Free Recreation Center and Aquatic Center membership for you and your family to stay active and connected to the community
• Generous paid leave, training opportunities, and career development
• Additional 4% incentive for Evidence Clerk duties under the Collective Bargaining Agreement.
• Bilingual Spanish or ASL 4% incentive
• Short-term housing - a furnished apartment with a partial rent subsidy for your first three months (for non-local hires, depending on availability).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED