Police Records Specialist (Open Continuous)

City of Portland | Portland, OR

Applying to this job will open a new window on the employer's web site to apply there.

Posted Date 11/25/2022

This is an open continuous recruitment. The next review period will be for applications received until Monday, December 5, 2022, at 11:59 pm PST.

The Portland Police Bureau is seeking Police Record Specialists to join their Records Division team.

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.

The successful candidate must pass a comprehensive police background investigation in order to have their employment retained.

This classification is represented by the District Council of Trade Unions (DCTU). To view this labor agreement, please go to https://www.portland.gov/bhr/employee-relations/labor-relations/labor-agreements and click on the appropriate link. 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.

Who we are:
City of Portland Core Values:

Anti-racism | Communication | Collaboration | Equity | Transparency | Fiscal Responsibility
These values guide our actions as we serve the community and engage our workforce. To learn more about the City's core values, please click here.

Why work at the City of Portland?
The City of Portland workforce serves a population of over 650,000. We are culture- and solutions-driven, viewing every challenge as an opportunity to learn, improve, and share our expertise. We are committed to removing systemic barriers to resources, access, and opportunity. The City is a believer in ALL people and continues to actively recruit and retain diverse top talent every day. We offer a comprehensive benefits package, including but not limited to medical, dental, vision, basic life, short- and long-term disability coverage to eligible employees and their families. If you are open-minded, motivated, community-focused, and self-aware, please apply yourself at the City of Portland today.

The City of Portland also participates in the Oregon Public Employees Retirement System (PERS). For more information on the City of Portland's benefits please click here.

COVID-19 Vaccine Requirement
As of October 18, 2021, all City employees must be fully vaccinated for COVID-19. This is required for all positions at the City of Portland. Proof of being fully vaccinated is required by date of hire. You may request an exception, for health or religious reasons, from getting the COVID-19 vaccine at the time a position is offered.

Work Location
Currently, many positions with the City of Portland are being performed remotely due to COVID. In the future, current positions classified as “full-time remote” will: 1) become a remote/onsite mix or 2) revert to full-time at a city work location

The City is offering an optional information meeting for this recruitment. Please see the Additional Information section below for details.

The following minimum qualifications are required for this position and your qualifications for each must be described in detail when responding to the attached Supplemental Questions.

  1. Experience to inputting and receiving data into a complex Records Management System efficiently with a high degree of accuracy.
  2. Experience maintaining strict confidentiality
  3. Experience multitasking complex and demanding functions; provide effective customer service, and deal with angry/hostile/distraught individuals.
  4. Experience in highly accurate keyboarding of detailed, non-standard data, alpha-numeric and chronological filing.
  5. Ability to compare and identify discrepancies in groups of numbers and letters with a high degree of accuracy.
Applicants must also possess:
  • Must be fully vaccinated for COVID-19 per City/State mandate or have an approved exception by date of hire.
  • 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.
  • May not have used or consumed any products containing marijuana/cannabis/THC or its derivatives within the last 3 months.
  • The ability to work day, evening or night shifts, weekends and holidays. The Records Division operates 24 hours per day, 365 days per year.
  • A valid State Drivers License and an acceptable driving record at the time of appointment.

An evaluation of each applicant's training and experience, as demonstrated in your resume and responses to the supplemental questions weighted 100%. Do not attach materials not requested. Only 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 establishment of the eligible list and/or final selection.

**PLEASE NOTE: The eligible list generated from this recruitment may be used to fill future vacancies**

Recruitment Timeline:
Posting: 07/18/2022 -01/16/2023
First Review of minimum qualifications: Week of 8/01/2022 (Review will happen every 3 weeks)
Final eligible list: Week of 01/23/2023
**Interviews will be held after each review period

*Timeline is approximate and subject to change

This is an open continuous recruitment:
Open Continuous recruitments have multiple review periods and can be opened for up to 6 months. 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.

Application Instructions

Applicants must submit a professional resume and responses to the supplemental questions online, specifically focused on your qualifications for this position as identified in the "To Qualify" section of this announcement in accordance with the following Application Instructions: 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.

  • Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
  • Your resume should support the details described in your responses to the supplemental questions.
  • If you are requesting Veteran's Preference, as identified below, please describe in your responses to the supplemental questions and resume any transferrable skills obtained during your military service and how they relate to each of the required minimum qualifications under the "To Qualify" section above.
Please note, all completed applications for this position must be submitted no later than 11:59 pm, on the closing date 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.

Selection process
The selection process for Police Records Specialist will consist of an application review, an oral interview with a panel, and an in-depth criminal background investigation.

Background Investigation
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. Background Investigations for this position typically take 2-3 months to complete so you will want to plan accordingly.

The information that will be required when you complete the initial background form called 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 (for marijuana use, you cannot have used it within the last 3 months) and Criminal History.

Work Status: Non-citizen applicants must be authorized to work in the United States at the time of application.

Veterans' Preference: If you are requesting Veterans' Preference, attach a copy of your DD214/DD215 and/or Veterans Administration letter stating your disability to your profile, as well as checking the box identifying yourself as a Veteran. You must request Veterans' Preference AND include a copy of your documentation for each recruitment to which you apply. Veterans' Preference documentation must be submitted no later than 11:59 PM on the closing date of this recruitment.

ADA, Pregnancy, and Religious Accommodations: If you identify as a person with a disability, are pregnant or nursing, or observe a religious practice(s), and would like to request a reasonable accommodation when applying for this job, please contact the Recruiter below for assistance.

Equal Employment Opportunity: It is the policy of the City of Portland that no person shall be discriminated against based on race, religion, color, sex, marital status, family status, national origin, age, mental or physical disability, protected veteran status, sexual orientation, gender identity or source of income. The City values diversity and encourages everyone who is interested in employment with the City to apply.

Did you know? The City of Portland offers "How to Apply Classes" that are free and review best practices for applying to the City. Follow the link for the most recent list of scheduled dates: Events | Career Center | Portland.gov.

Contact Information
Loan Tran Polanco, Senior Recruiter
Bureau of Human Resources

An Equal Opportunity / Affirmative Action Employer


To assist you in understanding this position and the recruitment process, we will offer an Optional Information Session that will provide you with details about the position and about the application process. You are not required to attend to apply for this job. You are welcome to join us for the optional session below:

Wednesday, July 27, 2022
12:00 PM Pacific Time (US and Canada)

Information Session Recording: https://us06web.zoom.us/rec/share/ZfCkBqRyaO03HZP_j6lLHWsnAjQh1FGNRN3sYDZU7gCp-IEtI2z6qIj3DA8_wrQ0.K8t0b7Svz5uDIBLB?startTime=1658948597000
Listing Type
Government/Public Agency
Position Type
Full Time
Employer Type
Direct Employer
$25.92 - $32.15 Hourly
Salary Type

Share this job