Police Records Specialist

 
About the Position

Job 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.

Language Pay Premium Eligible: This position is or may be eligible for Language Pay Differential for qualifying employees 

Union Representation: This position is currently 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. The wages listed on this posting were tentatively agreed to during collective bargaining and are subject to ratification by City Council

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
The following minimum qualifications are required for this position:

1. Experience receiving and inputting data into systems with a high degree of accuracy and attention to detail. 
2. Ability to compare and identify discrepancies in groups of numbers and letters with a high degree of accuracy.
3. Ability to prioritize complex and demanding job duties while working with interruptions. 
4. Ability to maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information. 
5. Experience providing excellent customer service including diffusing situations and resolving conflicts with difficult customers. 

Applicants must possess:

• The ability to type 40 net words per minute (wpm) with 95% accuracy.
• The ability to pass a Police Records Specialist written exam.
• 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.

STEP 1: Apply online between 03/17/25-4/14/25
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.)

Application Tips:

• You must pass the typing test and the supplemental questions to be invited to take the Police Records Specialist Test.
• Applicants MUST monitor their email once they apply for the Police Records Specialist job posting. Links to the typing test will be sent and applicants will have 7 days from the date the link to the typing test is sent to complete the typing test. We cannot resend typing test links, so candidates must monitor their emails and spam/junk folders for their typing test link. 
• Review your supplemental question answers before submitting the application.
• Reach out if you need additional clarification before submitting your application.
• Applicants who are disqualified based on their typing test (step 2) will not be able to reapply for this recruitment.
• 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 résumé should support the details described in your responses to the supplemental questions.
• 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.
• You can use AI tools to assist with your job application, but please make sure to personalize your application materials. Avoid copying and pasting. We encourage the use of AI to generate ideas and then tailor them to reflect your own experiences and skills.
• All applications must be submitted via the City's online application process.
• E-mailed and/or faxed applications will not be accepted.

STEP 2:  Typing Test: Candidates will be emailed a link and instructions to complete a typing test beginning the week of March 31, 2025. Typing test links will be sent out weekly thereafter.  We use an online program, Typing Test Pro, which sends us the results automatically.  To pass, you must have a typing speed of at least 40 words per minute with 95% accuracy.  You will get four (4) chances to pass.  You cannot reapply to this recruitment if you do not pass the typing test.
 
STEP 3: Pass/Fail Supplemental Question Review: periodically upon passing typing test

• An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions.
• Your résumé and responses to the supplemental questions will be the basis of this pass/fail evaluation. Incomplete or inappropriate information may result in disqualification.

STEP 4: Police Records Specialist Multiple Choice Exam: tentatively late April/early May

• Candidates who pass the typing test and supplemental question review will be invited to self schedule an in person, proctored Police Records Specialist multiple choice exam weighted 100%.  
• Exams will be held downtown Tuesdays-Thursdays and possibly Saturdays during business hours (8A-5P) and will take approximately 2 hours.
• Exams will be multiple choice and will test necessary Police Records Specialist jobs skills such as data recognition, entry and accuracy, math, customer service, reading comprehension.
• You have 14 days from the notice of the minimum qualification evaluation results to let us know if you would like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 for complete information. 

Step 4: Selection (Interview):  Mid/Late May

• 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: TBD
Background 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. Click here for additional information regarding the following:

• Veteran Preference
• ADA, Pregnancy, and Religious Accommodations 
• Work Status
• Equal Employment Opportunity

 

Salary : $32 - $37