Police Evidence Official

Application, Cover Letter, Resume and Three references are required to be considered a complete submission. 
Submissions must be received by February 15th, 2023 at 4:30 p.m. to:
City of Ephrata
Attn: Civil Service Clerk
121 Alder St SW
Ephrata, WA 98823

Salary : $54,620 - $65,544 DOQ


  • High School Diploma or GED
  • Washington State Driver’s License
  • Ability to pass background check; psychological exam; polygraph exam; and pre-employment drug screenings
  • Minimum of 21 years of age and a U.S. Citizen
  • Ability to read and write the English language
  • Must pass a Civil Service examination (Will be scheduled at a later date)


LATERAL QUALIFICATIONS (In addition to above criteria)*

  • Minimum two years Law Enforcement Support experience
  • Experience in Criminal Justice database(s)
  • Minimum 1 year Evidence experience
  • Is not required to take the Civil Service examination

Title:                    Police Evidence Official

FLSA Status:       Non-exempt

Bargaining Unit:  Non-Union

Schedule:            Full Time, Monday – Friday (40 hours per week, day shift)

 Job Description:                          


This position is part of the overall support function of the Police Department. In this capacity, the major function is processing and maintaining property and evidence in accordance with procedures set forth in the Evidence Manual, EPD Policy Manual and according to law enforcement standards/requirements/best practices. Incumbent performs a variety of responsible and complex duties within the Police Department working with minimal supervision within established procedures.


The Police Evidence Official works under the direction of and is supervised by the Chief of Police.


This position has no supervisory responsibilities.


  • Maintains physical security/control/disposition of all evidence/property to include high value items such as vehicles, controlled substances, currencies and firearms.
  • Responds to inquiries from the courts, prosecutors, government agencies and private citizens regarding issues relating to evidence/property: to include identification, location, and dissemination of evidence items.  
  • Responsible for maintaining chain of custody of evidence/property including appropriate signatory requirements and record-keeping systems (computer data entry, tracking). This includes disposition history and interagency transfers.
  • Manages the department’s prescription drug drop box.
  • Documents and executes, in conjunction with designated witnesses/supervisors, the physical destruction of controlled substances and firearms. Destroys, in accordance with policies/procedures, other evidentiary/property items.
  • Prepares and transmits controlled substances and other evidence to the Washington State Crime Laboratory for forensic analysis as requested by officers and prosecutors. Receives controlled substances and other evidence after State forensic analysis completion.
  • Assists with evidence collection/transport off-site when directed in an on-call environment (i.e. to offsite storage).
  • Assists department personnel on policies/procedures for packaging, documenting, and submitting evidence/property materials for storage and integrity. Provides department personnel with appropriate packaging supplies.
  • Receives and processes lost and found property, readying for disposition according to established requirements.
  • Documents property which are unclaimed by owners or ownership is undetermined and prepares them for auction through commercial agents such as PropertyRoom.com.
  • Enters/retrieves/modifies information in WACIC and NCIC relating to entry information.
  • Responsible for dog impounds. Maintain impound slips; upload dog information to Dogs in Our Care on the City of Ephrata website; transport dogs to animal outreach programs; arrange for dog food; and release dogs to owners when claimed if officers are unavailable.
  • Completes recordkeeping of case reports for submission to the state through National Incident Based Reporting System (NIBRS). .
  • Processes Applications to Transfer Pistols, including performing background and mental health checks under established State and Federal regulations/guidelines.
  • Receives payments for various services, licenses, and fees. Issues receipts, makes change, balances cash drawer, and prepares funds for submission to City Hall under procedures established by the City of Ephrata Finance Officer.
  • Enters Court Orders into Spillman database and prepares Returns of Service and other associated records as received from Grant County District and Superior Courts. Ensures timely entry, modification, updating, and cancellation of Orders in WACIC and NCIC according to State and Federal regulations.
  • Assists with phone and window contact.
  • Assists in the editing of media supplements and preparation of Daily Police Blotter.
  • Receives and processes CPS/APS referrals.
  • Processes pawn slips received from the local pawn brokers on a daily basis.


  • Provides back up, vacation/illness relief for Records Manager and Confidential Secretary during their absences, requiring cross-training and handling/knowledge of time-sensitive assignments of related employees.
  • These peripheral duties are covered in the Records Manager and Confidential Secretary job descriptions.
  • Performs other duties as assigned.


  • Obtain and maintain current ACCESS Level II certification to perform queries/entries in NCIC/WACIC databases.
  • The clerical staff represents not only the Ephrata Police Department but also the City of Ephrata’s municipal staff. The highest standards of honesty, confidentiality, and good character are expected as we serve the citizens of Ephrata.
  • Working knowledge of modern office practices, procedures, equipment, computers, software applications and ability to follow established office procedures.
  • Requires knowledge of the field of assignment and physical ability sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by example in the above job description.
  • Ability to understand and effectively carry out both oral and written instructions; ability to communicate effectively orally and in writing and to answer telephone, greet public and provide information within scope of authority.
  • Must demonstrate the ability to maintain self-control and professional attitude when dealing with hostile persons or under adverse conditions.
  • Ability to interpret regulations, ordinances, codes, and other specifications and to compile data from a variety of sources and prepare reports.
  • Maintain manual and computerized filing and record keeping systems and file documents alphabetically, numerically, chronologically, and/or by subject/topic.
  • Maintain confidentiality and security of records.
  • Requires the ability to work under minimal supervision, prioritize conflicting work assignments, and to work under pressure of deadline situations.
  • Ability to develop and maintain positive, effective working relationships with co-workers, supervisors, citizen groups and the public.
  • Must have or be able to obtain a valid Washington State Driver’s License.
  • Must be a U.S. Citizen.


Must be able to pass a background check, submit to fingerprinting, pass a psychological evaluation, pass a polygraph, and pass a pre-employment drug test. After employment, applicant is subject to continuing random drug tests.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Work is predominantly sedentary and performed in an office setting on City premises, during a regularly scheduled shift. Although not usual, extension of the workday to meet deadlines is possible. Employee may be required to work alone and to perform repetitive tasks. Must occasionally work/travel out the office to attend meetings and/or training.
  • The noise level in the work environment is usually quiet to moderate; employee must be able to hear and to verbally communicate in person and by telephone.
  • While performing the duties of this job, the employee is frequently required to sit, talk, stand, walk and operate objects and equipment using fingers, hands and arms. The employee is required to balance, stoop, kneel, crouch, and reach.
  • The employee must occasionally lift and/or move objects up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  • Occasionally work offsite, as the Ephrata Police Department maintains offsite locations.
  • Occasionally called in to perform vital job functions, outside of the normal schedule.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The incumbent may perform other duties, including working in other functional areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the work load.

This job description does not constitute an employment agreement between the Employer and employee and is subject to change as the needs of the Department and requirements of the job change.

Full Job Description

Evidence Official Flyer

City of Ephrata Employment Application