About this role
General Definition of Work
Under the direction of the Investigations/Administration Captain, performs public information, records management, Kansas Open Records Act (KORA), evidence/property management, and clerical duties. Serves as a contact for routine public and records inquiries, coordinates approved communications, safeguards departmental records and evidence, and provides administrative support. Requires accuracy, discretion, confidentiality, sound judgment, and effective customer service.
Qualification Requirements: Employees must be able to perform the essential functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
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Essential Functions
1. Public Information (Approximately 25%)
- Respond to routine public and media inquiries; 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.
2. KORA and Public Records (Approximately 25%)
- Receive, log, track, and coordinate records requests; monitor 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; 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. Final release determinations remain with the official custodian or other authorized official.
3. Evidence and Property Management (Approximately 25%)
- Receive, document, label, inventory, and securely store evidence and property; maintain accurate chain-of-custody records.
- Maintain evidence entries and access controls; 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.
4. Police Records and Clerical Support (Approximately 25%)
- 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.
Qualifications
Qualifications
Knowledge, Skills, and Abilities
- Knowledge of municipal operations, police administration, records management, evidence documentation, chain of custody, and information security.
- Working knowledge of KORA and records procedures; 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.
Education and Experience
- High school diploma or equivalent required. Associate or bachelor degree or relevant coursework in criminal justice, public administration, communications, records management, or a related field preferred.
- Three years of progressively responsible experience in administrative support, records, public information, evidence management, or a related field preferred.
- Experience with confidential records, public records requests, law enforcement systems, public communications, or chain-of-custody documentation desirable. Equivalent education, training, and experience may be considered.
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Work Environment and Physical Requirements
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. Must maintain professionalism and confidentiality. Occasional evening/weekend work, public events, and response to time-sensitive requests may be required. Must perform routine office duties and safely handle, move, or store evidence and property within established limits.
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Special Requirements
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.