Job Description
Salary: $32.42 - $36.64 Hourly
Location : 1111 SW 2nd Ave. Portland, OR
Job Type: Regular
Job Number: 2025-00346
Bureau: Portland Police Bureau
Opening Date: 03/17/2025
Closing Date: 4/14/2025 11:59 PM Pacific
The Position The Portland Police Bureau is seeking Police Record Specialists to join their Records Division team. 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 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.
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.
Virtual Zoom Meet & Greet Opportunity
Come meet the hiring manager and the senior recruiter! We'll be talking about the position duties and responsibilities, day to day life in the role, review the announcement, discuss how to apply, and answer questions you have about the position.
View Recorded Session: Passcode: o7Z$75vi
Have a question? Contact Information: Karen Ehn, Senior Recruiter
Bureau of Human Resources
To Qualify The 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.
- Ability to compare and identify discrepancies in groups of numbers and letters with a high degree of accuracy.
- Ability to prioritize complex and demanding job duties while working with interruptions.
- Ability tomaintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.
- 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.
The Recruitment Process 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 rsum 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 24, 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 rsum 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. Additional Information Click 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 Benefits We offer a comprehensive benefits package, including but not limited to
- Health Care (Medical, Vision and Dental)
- Carrot Fertility
- Wellness Benefits
- Life Insurance
- Long-term disability coverage to eligible employees and their families.
- Employee Assistance Plan
- Flexible Spending Accounts
- Retirement
- Oregon Public Employees Retirement System (PERS), including contributions 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.
01
Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible. The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy.
Write specific and unique responses to each question. Answering "No", to any of the Yes/No questions or answering an essay question with the following "See resume", or entering "N/A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration.
Note: If you are requesting veterans' preference, please be sure to upload a copy of your DD214 and/or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement. Have you read and understood all the information listed above? - Yes
- No - If you have any questions, please contact the recruiter on the announcement.
02
Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)
03
The City of Portland receives public records requests at times. Please indicate which response you find appropriate:(Answer will not disqualify you from the process)
- My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.
- You may release my application; I am waiving confidentiality.
04
The following are required for this position: - Ability to pass a comprehensive police background investigation.
- 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.
- 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 Drivers License and an acceptable driving record at the time of appointment.
Are you able to meet the required minimum qualifications listed above? (This is required)
05
I understand that during my comprehensive background investigation, ten (10) or more years of employer history along with job duties will be verified. Misrepresentations on my resume will be cause for elimination from consideration.
06
Do you have experience receiving and inputting data into systems with a high degree of accuracy and attention to detail?
07
Do you have the ability to compare and identify discrepancies in groups of numbers and letters with a high degree of accuracy?
08
Do you have the ability to prioritize complex and demanding job duties while working with interruptions?
09
Provide a
detailed example(s) of your ability to maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.
In your response, include details that clearly reflect how you meet this minimum qualification. Such as:
- Examples of when you used the knowledge skill or ability.
- Role you served in (professional, internship, volunteer).
- The impact and/or results of your of experience.
- Skills, training, transferable skills or lived experience you have that will help you in this area.
- Total years of experience applying the knowledge, skill, or ability.
10
Provide a
detailed example(s) of your experience providing excellent customer service including diffusing situations and resolving conflicts with difficult customers.
In your response, include details that clearly reflect how you meet this minimum qualification. Such as:
- Examples of when you used the knowledge skill or ability.
- Role you served in (professional, internship, volunteer).
- The impact and/or results of your of experience.
- Skills, training, transferable skills or lived experience you have that will help you in this area.
- Total years of experience applying the knowledge, skill, or ability.
11
Please note the following question will not be considered during minimum qualification review. The information provided will be reviewed after the eligible list is created. Although not required, please provide information for any of the following preferred qualifications:
- Experience working with a Records Management System in a law enforcement agency.
(Enter N/A if you do not have relevant experience)
Required Question City of Portland, OR
Job Tags
Hourly pay, Holiday work, Full time, Internship, Trial period, Flexible hours, Shift work, Night shift, Rotating shift, Saturday, Afternoon shift,