The PositionThis position will remain open until filled . Applications will be reviewed every 2-3 weeks. The Portland Police Bureau is seeking Police Record Specialists to join their Records Division team. About the PositionJob Appointment: Full-time, Regular
Work Schedule: The Records Division operates 24 hours per day, 365 days per year. Shifts include days, afternoons, and nights (includes weekends and holidays). The ability to work any shift and on any day of the week is required. During your probationary period, you will be assigned to rotate through each shift to receive training. After completing probation, employees in good standing can bid on open shifts based on seniority. Shift bidding occurs once per year, at minimum, and per the provisions of the District Council of Trades Union (DCTU) labor agreement.
Work Location: This position reports onsite to the Justice Center at 1111 SW 2nd Ave Portland, OR. This position is not currently eligible for remote work.
Benefits: Please check our benefits tab for an overview of benefits for this position.
Union Representation: This position is represented by the District Council of Trades Union (DCTU). To view this labor agreement, please click here .
Applicants start at the entry salary rate . If you are a DCTU represented employee, see labor agreement for additional information or talk to your union representative.
Application Materials: Please click APPLY to submit your application via the City of Portland’s online portal. You will need respond to the supplemental questions and attach a resume.
Position Summary: The Police Records Specialist position performs a variety of administrative duties in the Police Records Division. Duties include processing police reports, data entry into law enforcement databases, releasing towed vehicles to the public, copying reports, and conducting research consistent with Bureau policy. All work is conducted with a 95% accuracy requirement and is frequently time-sensitive. Strict confidentiality must be exercised in all areas of the Police Bureau.
What to expect as a Police Records Specialist The Records Division operates 24/7 and consists of 3 shifts; Days, Afternoons, and Nights. Once you have completed the training process, you will bid on an open shift within the Records Division and may be assigned to a different area of expertise on a daily basis. Upon arriving at work, you will need to check the daily schedule for your assignment. Each shift depends on your timely arrival.
If assigned to a customer service area within the Records Division, your day may begin responding to phone and radio calls and continue throughout the day. These calls may be from the public, PPB officers/investigators, other members of the Bureau, as well as outside agencies. Each call presents a unique situation requiring research and problem-solving.
Important Information is shared at roll call or through Division emails. Lunch and/or breaks are coordinated with your co-workers.
Records is a busy and dynamic department, with frequent changes in workflow and type of work being performed. Flexibility and open communication are essential to success. The fast pace makes the day go by quickly!
Police Records Training Coordinators and Supervisors are available to help problem-solve and assist Police Records Specialists with their performance in support of our everyday functions.
Records Specialists are essential to the functioning of the Police Bureau. We serve a diverse customer base, and the Police Records Specialists are considered one of the highest levels of professional staff positions within the Bureau.
Have a question?Contact Information:Karen Ehn, Senior Recruiter
Bureau of Human Resources
Karen.Ehn@portlandoregon.gov
To QualifyThe following minimum qualifications are required for this position: Experience receiving and inputting data into systems with a high degree of accuracy and attention to detail.
Experience providing excellent customer service including diffusing situations and resolving conflicts with difficult customers.
Ability tomaintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.
Ability to prioritize complex and demanding job duties while working with interruptions.
Ability to compare and identify discrepancies in groups of numbers and letters with a high degree of accuracy.
Applicants must also possess: - The ability to pass a comprehensive police background investigation.
- The ability to bend, stoop, and reach high and low shelves and drawers, and to stand for extended periods of time up to ten (10) hours.
- The ability to work any shift including days, evenings, and nights, weekends, and holidays. The Records Division operates 24 hours per day, 365 days per year.
- A valid State Driver’s License and an acceptable driving record at the time of appointment.
Preferred Qualifications- Experience working with a Records Management System in a law enforcement agency.
The Recruitment ProcessSTEP 1: Apply online between 05/20/2024-08/20/2024 (Open Until Filled) Required Application Materials:- Resume
- Answer to the Supplemental Questions (click on the Questions tab to preview the questions)
Optional Application Materials:
- Veteran documents to request for Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc.)
Do not attach any additional documents. Please note, all completed applications for this position must be submitted no later than on the closing date and time of this recruitment. All applications must be submitted via the City's online application process.
Do not attach materials not requested. E-mailed and/or faxed applications will not be accepted.
STEP 2: Minimum Qualification Evaluation: every 2 weeks, beginning week of 6/3/2024- An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.
- Your résumé and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
STEP 3: Establishment of Eligible List: every 2 weeks, the first eligible list established week of 9/11- Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.
- You have 14 days from the notice of the examination results to let us know if you disagree with your results. Please read the City of Portland Administrative Rule 3.01 for complete information. Additional evaluation may be required prior to the establishment of the eligible list and/or final selection.
This is recruitment is “Open Until Filled”: This recruitment has multiple review periods and can be open for up to 6 months. Open Until Filled recruitments may close earlier than the posted closing date. The selection process will happen periodically throughout this recruitment. If you are placed on the eligible list, you do not need to reapply. You will be contacted by the bureau when being considered for the selection process.
- If you apply and are notified you meet minimum qualifications/placed on the eligible list, please do not reapply . Any applications received after being placed on the eligible list will not be reviewed and will be rejected as a duplicate application.
- If you apply and are notified you do not meet qualifications and the recruitment is still open, you may reapply and update your materials.
Step 4: Selection (Interview): ongoing during recruitment- Hiring bureau will review and select candidates for an interview.
- Please note, the selection process may take up to 90 days from the notification of being placed on the eligible list.
Step 5: Contingent Offer of Employment: TBD
Applicants who successfully pass the oral interview will receive a conditional offer for current/future vacancies which will advance you to the background investigation step.
Step 6: Background Investigation: TBDBackground Investigations for this position typically take 2-6 months to complete so you will want to plan accordingly.
The information that will be required when you complete the Personal History Statement includes:
- Employment Information (past 10 years or back to age 17)
- Residential Information (past 10 years or back to age 17)
- Financial Information
- References (8 without using the same people as coworker or supervisor references)
- Family Member Information
- Driving History
- Past/Present Drug Use and/or Controlled Substances
- Criminal History
Step 6: Start Date: TBD- A start date will be determined after all conditions of employment have been met.
*Timeline is approximate and subject to change. Additional InformationClick here for additional information regarding the following:- Veteran Preference
- ADA, Pregnancy, and Religious Accommodations
- Work Status
- Equal Employment Opportunity
An Equal Opportunity / Affirmative Action Employer A Career with the City of Portland offers many Employee BenefitsWe offer a comprehensive benefits package, including but not limited to
- Health Care (Medical, Vision and Dental)
- Carrot Fertility
- Wellness Benefits
- Life Insurance
- Short- and Long-term disability coverage to eligible employees and their families.
- Employee Assistance Plan
- Flexible Spending Accounts
- Retirement
- Oregon Public Employees Retirement System (PERS), includingcontributions to the PERS IAP plan paid by employer
- Family Medical Leave
- City Paid Parental Leave
AND SO MANY MORE!Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers .
