City of Waseca, MN
Police Department Records Clerk-Property Room Manager
City of Waseca, MN, Waseca, Minnesota, United States, 56093
Salary:
$27.41 - $34.26 Hourly Location :
Waseca Job Type:
Full-Time Job Number:
202500020 Department:
Police Opening Date:
10/10/2025 Closing Date:
10/24/2025 4:30 PM Central FLSA:
Non-Exempt
Description
Under limited supervision, this position organizes and maintains records and the property and evidence function for the police department. Additionally, this position provides face-to face and on the telephone interaction with the public. This position requires significant interpersonal and organization skills and the ability to manage multiple planned and unplanned tasks. Examples of Duties
The essential functions of the position include, but are not limited to the following: Organizes and maintains the property and evidence functions of the department, including but not limited to the acceptance, maintenance and disposal of incoming property and evidence. Organizes and executes an annual auction for the lawful disposal of property in police custody. If needed, can assist police and investigators with the physical processing of crime scenes and other physical evidence, as directed by the Investigator or Captain in charge of the given scene. Processing includes the full range of evidence collection techniques, within the parameters of available equipment and training, effectively serving as the crime scene technician for the department. Acts as the department's Terminal Agency Coordinator (TAC) of which duties are identified by state policies and procedures. Assists new employees with registering for and documenting all mandated training and testing for access to Law Enforcement programs including CIS (Computer Information System), MyBCA, MN DVS, MRAP, POR (Predatory Offender Registry), S-3, Mobile Access Training, and Security Awareness Training and Testing, obtains network passwords, emails, phone extensions and voice mails for new employees. May respond to radio follow up requests generated by personnel in the field. Tracks the activities of available personnel and maintains a continuous understanding of the number of personnel available for various assignments or duties. Responds to the public via the telephone or coming to the walk-up window to request a variety of information or assistance. Inputs data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval. Performs general office activities, such as typing, answering telephones, ordering office and evidence supplies, operating office machines, or securing confidential materials. Keeps records of materials filed or removed, using logbooks or computers and generates computerized reports. Adds new material to file records or creates new records as necessary. Gathers materials to be filed from departments or employees. Locates and makes copies of information from files in response to requests and delivers information to authorized users. Places materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information. Performs periodic inspections of materials or files to ensure correct placement, legibility, or proper condition. Eliminates outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements. Modifies or improves filing systems or implements new filing systems. Designs forms related to filing systems. Completes very general financial activities, such as, reviewing invoices, collecting cash payments, or issuing receipts. Processes and files case files, fines collected for parking violations, reports, fingerprint cards, animal licensing and special vehicle permits. Maintains records accurately to prevent suspense files. Processes expungement and sealed records orders. Provides assistance to the County Attorney's Office and/or City Attorney's Office with regard to requests for information, reports or case records. Processes data requests for public, private and confidential records. Accesses and manages digital evidence storage systems and files. Prepares and redacts audio and video files for distribution. Prepares and submits timely reports to state and federal agencies. Coordinates reservations for facilities. Conducts light general facility cleaning. Acts as an initial point of contact for IT vendor personnel; submits tickets for service needs. Maintains policies and follows procedures to comply with tri-annual information security audits. Processes and manages information collected as part of the licensing process for liquor license applications. Completes police record background checks requested by other agencies or organizations in accordance with department policies. Assists with the preparation of photo lineups. Assists in preparing and participates in special events such as National Night Out, DARE Graduation, and Mock Crash. Performs other duties as assigned or as apparent.
This position will encounter non-public data in the course of these duties. Any access to non-public data should be strictly limited to accessing only the data that are necessary to perform the duties. While data are being accessed, this position should take reasonable measures to ensure the non-public data are not accessed by other individuals without a work reason. Once the work reason to access the data is reasonably finished, this position must properly store the non-public data. Typical Qualifications
MINIMUM QUALIFICATIONS To perform this position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the formal education, experience, and training required.
Education High school diploma or GED certificate required
Experience One (1) year of clerical experience OR One (1) year in a role in a criminal justice or public safety capacity (dispatch, probation, jail, attorney's office, court, etc.)
Trainings, Certificates, and Licenses None
Other Minimum Qualifications
Possess a valid Minnesota drivers license Ability to pass a comprehensive fingerprint-based background check including criminal history, personal references and employment history. Ability to attend a comprehensive psychological evaluation and be recommended for hire by the consulting provider. DESIRED QUALIFICATIONS The requirements listed below are representative of the formal education, experience, and training preferred in order to exceptionally perform all of the functions of this position.
Education Associate's Degree or equivalent training at a technical or vocational school with a focus on Clerical, Legal, or Law Enforcement
Experience Four (4) years of clerical and legal experience OR One (1) year experience in a position substantially similar to this job description. Trainings, Certificates, and Licenses
Possess knowledge and/or experience in criminal justice information systems and/or procedures including but not limited to MyBCA, PS Portals, E-Charging, DVS E-support, BCA Launchpad.
Supplemental Information
COMPLEXITY The overall complexity of this position is moderately high. While performing the normal duties of this job, processes, procedures, or software vary from one assignment to the next. Assignments are still related in function and objective.
RESPONSIBILITY Supervision Immediate supervision is provided while performing the normal duties of this job. This position exhibits no formal supervisory responsibilities but may coordinate work with other individuals as a team member.
Impact While performing the normal duties of this job, this position's work product or services affect the accuracy, reliability, or acceptability of further processes or services.
REQUIRED PHYSICAL ABILITIES AND WORK CONDITIONS The physical demands and work conditions described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Hazards While performing the duties of this job, this position may occasionally climb steps, bend/stoop, kneel, crouch, reach above shoulder level, stand, walk, push/pull 10 to 50 lbs., lift 10 to 50 lbs., carry 1 to 25 lbs., finger/enter data/keystroke, feel, smell, drive, frequently finger/enter data/keystroke, and continuously sit, talk, hear, and perform repetitive motions.
While performing the duties of this job, this position will use close vision, far vision, visual acuteness, color vision, and peripheral vision.
While performing the duties of this job, this position will use right and left hand for simple handling or grasping, firm handling or grasping, and fine handling or manipulation.
While performing the duties of this job, this position will use right hand or left hand for repetitive movements.
Surroundings While performing the duties of this job, this position will experience exposure to inside environmental conditions
The above statements are intended to describe the general nature and level of work being performed by individuals employed in this job. They are not intended to be an exhaustive list of all duties and qualifications required of personnel in this job. The employer may and reserves its right to change the job description and establish, modify or eliminate job duties and responsibilities and jobs at its discretion with or without notice. We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. See below for our available coverage options.
The City of Waseca offers at no cost to the employee: life insurance, AD&D, long-term disability (LTD), Employee Assistance Program (EAP), VEBA contributions, plus pension contributions.
Paid Holidays: The City observes the following official holidays for all regular full-time and part-time employees:
New Year's Day Martin Luther King, Jr. Day Presidents Day Good Friday Memorial Day Juneteenth Independence Day Labor Day Veterans Day Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day
Vacation/ESST Leave: Years of Service (annual max): Fewer than 12 Years 120 hours (15 Days) 12 or More Years 160 hours (20 Days) *Employees may carry a maximum of 200 hours in their vacation bank at any time.
Sick Leave: Regular FT employees earn 8 hours/month of Sick time. *Employees may carry a maximum of 1000 hours in their sick bank at any time.
Medical Insurance
UnitedHealth Care Open Access plan
Premiums
Single
-
$64.64/mo Employee+1
- $138.97/mo Family -
$201.03/mo
City Contribution to Healthcare Account (VEBA and/or HSA)
Single -
$3,405/yr EE+1 -
$4,254/yr Family -
$4,929/yr
HSA Contribution Limits If you have an HSA account and would like to contribute to the account above and beyond what the City contributes, here are the contribution limits.
Single -
$4,300 Family -
$8,550 55 or Older
Additional $1,000 Note: These limits represent the combined amount of employer and employee contributions.
Flexible Spending Account (FSA) Contribution Limits
Medical FSA -
$3,300 Dependent Daycare FSA -
$5,000 for single parents and married parents filing taxes jointly $2,500 for married parents filing taxes separately Note: These accounts are "use it or lose it." Any unused money in an FSA is forfeited at the end of the year.
Dental Insurance Participation in dental insurance is voluntary, and those selecting this coverage pay the full premium each month through pretax payroll deductions. There are 4 tiers of premiums, to fit your family's needs.
Metlife PDP Plus Plan
Deductible:
$0 This plan does include $1,000 lifetime max for ortho - to each child on the plan only. Annual maximum benefit is $1,000 / plan individual (not including ortho services)
Employee Only
- $29.89 Employee + Spouse -
$61.12 Employee + Child(ren) -
$81.20 Family (Employee, Spouse, and Children) -
$117.13
Vision Insurance Participation in vision insurance is voluntary, and those selecting this coverage pay the full premium each month through pretax payroll deductions.
VSP Vision Care
Employee Only -
$8.08 Employee + 1 -
$11.72 Family -
$21.01
Pension MN PERA is our pension. Each employee automatically contributes 6.5% of each paycheck into their own pension fund and the City contributes 7.5%. To be fully vested in your pension, the employee needs to work for the City for a minimum of 5 years. The money the employee contributes is always 100% theirs.
Other Benefits Minnesota Life Insurance:
You can add life insurance coverage on yourself, a spouse, or child(ren) during open enrollment. The voluntary additional premiums will be automatically deducted from your pay. If you want to decrease your Minnesota Life Insurance to $50,000 (from $100,000 for most employees), and therefore avoid imputed (taxable) income in your pay, you can also do that any time (including during open enrollment).
PERA Life Insurance:
For $16 per month, you can purchase additional life insurance. With this particular policy, your premium stays $16, and your insurance policy amount decreases as you age.
Colonial Life:
Colonial Insurance offers several different types of extra insurance options. While Colonial Life plans are not "City endorsed," we do take the premium payment(s) through payroll deductions. All insurance benefits are taken out of payroll post-tax.
Deferred compensation - Retirement Plans:
As a public sector employee, you have the opportunity to build retirement savings - and reduce today's taxes. You may be able to have your retirement goals come true through IRS Section 457 deferred compensation plan. This is a separate plan outside of the government pension program.
Contribution Limits Under age 50: $23,500 Age 50 and over: $31,000 Age 60-63: $34,750
Each year you may defer a maximum of 100% of your "gross compensation" or a specified IRS annual dollar limit, whichever is less. (Gross compensation for determining maximum contributions are determined after any pre-tax deductions.)
Benefits: You reduce current income taxes while investing for retirement
Your earnings accumulate tax-deferred Your contributions will be taken through convenient payroll deductions If you are 50 or older or within three years of your normal retirement age and already contributing the maximum to your plan, you are allowed to make additional "catch-up" contributions The City of Waseca has two plans available for our employee's investments. The City of Waseca does not provide employer contributions to the 457 plans. Contact HR for more information. 01
Describe your previous clerical and/or legal experience. 02
What relevant computer software systems have you used, particularly those for records management in a law enforcement or government setting? 03
Describe your process for maintaining an organized and efficient records office. Provide an example from a previous job. 04
How do you handle multiple, simultaneous tasks with competing deadlines? 05
Are you proficient with Microsoft Office Suites (Outlook, Word, Excel, Teams, etc.)?
Yes No
Required Question
$27.41 - $34.26 Hourly Location :
Waseca Job Type:
Full-Time Job Number:
202500020 Department:
Police Opening Date:
10/10/2025 Closing Date:
10/24/2025 4:30 PM Central FLSA:
Non-Exempt
Description
Under limited supervision, this position organizes and maintains records and the property and evidence function for the police department. Additionally, this position provides face-to face and on the telephone interaction with the public. This position requires significant interpersonal and organization skills and the ability to manage multiple planned and unplanned tasks. Examples of Duties
The essential functions of the position include, but are not limited to the following: Organizes and maintains the property and evidence functions of the department, including but not limited to the acceptance, maintenance and disposal of incoming property and evidence. Organizes and executes an annual auction for the lawful disposal of property in police custody. If needed, can assist police and investigators with the physical processing of crime scenes and other physical evidence, as directed by the Investigator or Captain in charge of the given scene. Processing includes the full range of evidence collection techniques, within the parameters of available equipment and training, effectively serving as the crime scene technician for the department. Acts as the department's Terminal Agency Coordinator (TAC) of which duties are identified by state policies and procedures. Assists new employees with registering for and documenting all mandated training and testing for access to Law Enforcement programs including CIS (Computer Information System), MyBCA, MN DVS, MRAP, POR (Predatory Offender Registry), S-3, Mobile Access Training, and Security Awareness Training and Testing, obtains network passwords, emails, phone extensions and voice mails for new employees. May respond to radio follow up requests generated by personnel in the field. Tracks the activities of available personnel and maintains a continuous understanding of the number of personnel available for various assignments or duties. Responds to the public via the telephone or coming to the walk-up window to request a variety of information or assistance. Inputs data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval. Performs general office activities, such as typing, answering telephones, ordering office and evidence supplies, operating office machines, or securing confidential materials. Keeps records of materials filed or removed, using logbooks or computers and generates computerized reports. Adds new material to file records or creates new records as necessary. Gathers materials to be filed from departments or employees. Locates and makes copies of information from files in response to requests and delivers information to authorized users. Places materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information. Performs periodic inspections of materials or files to ensure correct placement, legibility, or proper condition. Eliminates outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements. Modifies or improves filing systems or implements new filing systems. Designs forms related to filing systems. Completes very general financial activities, such as, reviewing invoices, collecting cash payments, or issuing receipts. Processes and files case files, fines collected for parking violations, reports, fingerprint cards, animal licensing and special vehicle permits. Maintains records accurately to prevent suspense files. Processes expungement and sealed records orders. Provides assistance to the County Attorney's Office and/or City Attorney's Office with regard to requests for information, reports or case records. Processes data requests for public, private and confidential records. Accesses and manages digital evidence storage systems and files. Prepares and redacts audio and video files for distribution. Prepares and submits timely reports to state and federal agencies. Coordinates reservations for facilities. Conducts light general facility cleaning. Acts as an initial point of contact for IT vendor personnel; submits tickets for service needs. Maintains policies and follows procedures to comply with tri-annual information security audits. Processes and manages information collected as part of the licensing process for liquor license applications. Completes police record background checks requested by other agencies or organizations in accordance with department policies. Assists with the preparation of photo lineups. Assists in preparing and participates in special events such as National Night Out, DARE Graduation, and Mock Crash. Performs other duties as assigned or as apparent.
This position will encounter non-public data in the course of these duties. Any access to non-public data should be strictly limited to accessing only the data that are necessary to perform the duties. While data are being accessed, this position should take reasonable measures to ensure the non-public data are not accessed by other individuals without a work reason. Once the work reason to access the data is reasonably finished, this position must properly store the non-public data. Typical Qualifications
MINIMUM QUALIFICATIONS To perform this position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the formal education, experience, and training required.
Education High school diploma or GED certificate required
Experience One (1) year of clerical experience OR One (1) year in a role in a criminal justice or public safety capacity (dispatch, probation, jail, attorney's office, court, etc.)
Trainings, Certificates, and Licenses None
Other Minimum Qualifications
Possess a valid Minnesota drivers license Ability to pass a comprehensive fingerprint-based background check including criminal history, personal references and employment history. Ability to attend a comprehensive psychological evaluation and be recommended for hire by the consulting provider. DESIRED QUALIFICATIONS The requirements listed below are representative of the formal education, experience, and training preferred in order to exceptionally perform all of the functions of this position.
Education Associate's Degree or equivalent training at a technical or vocational school with a focus on Clerical, Legal, or Law Enforcement
Experience Four (4) years of clerical and legal experience OR One (1) year experience in a position substantially similar to this job description. Trainings, Certificates, and Licenses
Possess knowledge and/or experience in criminal justice information systems and/or procedures including but not limited to MyBCA, PS Portals, E-Charging, DVS E-support, BCA Launchpad.
Supplemental Information
COMPLEXITY The overall complexity of this position is moderately high. While performing the normal duties of this job, processes, procedures, or software vary from one assignment to the next. Assignments are still related in function and objective.
RESPONSIBILITY Supervision Immediate supervision is provided while performing the normal duties of this job. This position exhibits no formal supervisory responsibilities but may coordinate work with other individuals as a team member.
Impact While performing the normal duties of this job, this position's work product or services affect the accuracy, reliability, or acceptability of further processes or services.
REQUIRED PHYSICAL ABILITIES AND WORK CONDITIONS The physical demands and work conditions described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Hazards While performing the duties of this job, this position may occasionally climb steps, bend/stoop, kneel, crouch, reach above shoulder level, stand, walk, push/pull 10 to 50 lbs., lift 10 to 50 lbs., carry 1 to 25 lbs., finger/enter data/keystroke, feel, smell, drive, frequently finger/enter data/keystroke, and continuously sit, talk, hear, and perform repetitive motions.
While performing the duties of this job, this position will use close vision, far vision, visual acuteness, color vision, and peripheral vision.
While performing the duties of this job, this position will use right and left hand for simple handling or grasping, firm handling or grasping, and fine handling or manipulation.
While performing the duties of this job, this position will use right hand or left hand for repetitive movements.
Surroundings While performing the duties of this job, this position will experience exposure to inside environmental conditions
The above statements are intended to describe the general nature and level of work being performed by individuals employed in this job. They are not intended to be an exhaustive list of all duties and qualifications required of personnel in this job. The employer may and reserves its right to change the job description and establish, modify or eliminate job duties and responsibilities and jobs at its discretion with or without notice. We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. See below for our available coverage options.
The City of Waseca offers at no cost to the employee: life insurance, AD&D, long-term disability (LTD), Employee Assistance Program (EAP), VEBA contributions, plus pension contributions.
Paid Holidays: The City observes the following official holidays for all regular full-time and part-time employees:
New Year's Day Martin Luther King, Jr. Day Presidents Day Good Friday Memorial Day Juneteenth Independence Day Labor Day Veterans Day Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day
Vacation/ESST Leave: Years of Service (annual max): Fewer than 12 Years 120 hours (15 Days) 12 or More Years 160 hours (20 Days) *Employees may carry a maximum of 200 hours in their vacation bank at any time.
Sick Leave: Regular FT employees earn 8 hours/month of Sick time. *Employees may carry a maximum of 1000 hours in their sick bank at any time.
Medical Insurance
UnitedHealth Care Open Access plan
Premiums
Single
-
$64.64/mo Employee+1
- $138.97/mo Family -
$201.03/mo
City Contribution to Healthcare Account (VEBA and/or HSA)
Single -
$3,405/yr EE+1 -
$4,254/yr Family -
$4,929/yr
HSA Contribution Limits If you have an HSA account and would like to contribute to the account above and beyond what the City contributes, here are the contribution limits.
Single -
$4,300 Family -
$8,550 55 or Older
Additional $1,000 Note: These limits represent the combined amount of employer and employee contributions.
Flexible Spending Account (FSA) Contribution Limits
Medical FSA -
$3,300 Dependent Daycare FSA -
$5,000 for single parents and married parents filing taxes jointly $2,500 for married parents filing taxes separately Note: These accounts are "use it or lose it." Any unused money in an FSA is forfeited at the end of the year.
Dental Insurance Participation in dental insurance is voluntary, and those selecting this coverage pay the full premium each month through pretax payroll deductions. There are 4 tiers of premiums, to fit your family's needs.
Metlife PDP Plus Plan
Deductible:
$0 This plan does include $1,000 lifetime max for ortho - to each child on the plan only. Annual maximum benefit is $1,000 / plan individual (not including ortho services)
Employee Only
- $29.89 Employee + Spouse -
$61.12 Employee + Child(ren) -
$81.20 Family (Employee, Spouse, and Children) -
$117.13
Vision Insurance Participation in vision insurance is voluntary, and those selecting this coverage pay the full premium each month through pretax payroll deductions.
VSP Vision Care
Employee Only -
$8.08 Employee + 1 -
$11.72 Family -
$21.01
Pension MN PERA is our pension. Each employee automatically contributes 6.5% of each paycheck into their own pension fund and the City contributes 7.5%. To be fully vested in your pension, the employee needs to work for the City for a minimum of 5 years. The money the employee contributes is always 100% theirs.
Other Benefits Minnesota Life Insurance:
You can add life insurance coverage on yourself, a spouse, or child(ren) during open enrollment. The voluntary additional premiums will be automatically deducted from your pay. If you want to decrease your Minnesota Life Insurance to $50,000 (from $100,000 for most employees), and therefore avoid imputed (taxable) income in your pay, you can also do that any time (including during open enrollment).
PERA Life Insurance:
For $16 per month, you can purchase additional life insurance. With this particular policy, your premium stays $16, and your insurance policy amount decreases as you age.
Colonial Life:
Colonial Insurance offers several different types of extra insurance options. While Colonial Life plans are not "City endorsed," we do take the premium payment(s) through payroll deductions. All insurance benefits are taken out of payroll post-tax.
Deferred compensation - Retirement Plans:
As a public sector employee, you have the opportunity to build retirement savings - and reduce today's taxes. You may be able to have your retirement goals come true through IRS Section 457 deferred compensation plan. This is a separate plan outside of the government pension program.
Contribution Limits Under age 50: $23,500 Age 50 and over: $31,000 Age 60-63: $34,750
Each year you may defer a maximum of 100% of your "gross compensation" or a specified IRS annual dollar limit, whichever is less. (Gross compensation for determining maximum contributions are determined after any pre-tax deductions.)
Benefits: You reduce current income taxes while investing for retirement
Your earnings accumulate tax-deferred Your contributions will be taken through convenient payroll deductions If you are 50 or older or within three years of your normal retirement age and already contributing the maximum to your plan, you are allowed to make additional "catch-up" contributions The City of Waseca has two plans available for our employee's investments. The City of Waseca does not provide employer contributions to the 457 plans. Contact HR for more information. 01
Describe your previous clerical and/or legal experience. 02
What relevant computer software systems have you used, particularly those for records management in a law enforcement or government setting? 03
Describe your process for maintaining an organized and efficient records office. Provide an example from a previous job. 04
How do you handle multiple, simultaneous tasks with competing deadlines? 05
Are you proficient with Microsoft Office Suites (Outlook, Word, Excel, Teams, etc.)?
Yes No
Required Question