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Police Records Specialist

Company: City of Hillsboro, OR
Location: hillsboro
Posted on: May 3, 2021

Job Description:

The principal function of an employee in this class is to perform a broad range of Police Records functions and specialized administrative duties from routine to complex in support of police activities. The work is performed under the supervision and direction of the Police Records Supervisor or Manager, but leeway is granted for the exercise of independent judgment and initiative. The principal duties of this class are performed in a police department environment. Normal working hours will include being assigned to any one of several shifts: day shift, afternoon shift, night shift, weekdays or weekends. Shifts and days off may rotate based on operational need. This is a non-exempt position and is subject to the terms and conditions of a collective bargaining agreement.

Examples of Essential Work

This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the department.

* Provides initial non-emergency contact with the public and representatives of other agencies for the department at a public counter or over the telephone; determines the nature of the contact; provides factual information regarding services, policies and procedures, or referral to the appropriate individual or agency. * Enters, locates, clears and verifies law enforcement records. Reads, interprets and codes various types of information contained in police reports. Enters, modifies and cancels data from police reports into an internal database with a complete and verified accuracy. Processes a variety of other documents according to established procedures, local, state and federal laws and mandates. * Performs a variety of administrative support and reception duties. Opens sorts and distributes mail, police reports and other sensitive documents. May deliver or pick up documents during assigned shift. * Establishes and maintains effective working relationships with assigned supervisors, other City employees, law enforcement personnel, insurance companies and other related professionals, and the general public. * Interacts with police officers and various law enforcement personnel by telephone, radio and in person to obtain or provide information; responds to requests by officers attempting to obtain information by accessing a variety of computer systems and manual files to gather information; assists and instructs police officers and other law enforcement personnel conducting complex computer searches. * Manages records and information in any format, in accordance with applicable statutes, regulations, and City policy, guidance, and records retention schedule. * Determines distribution of reports to investigative details and other law enforcement entities; retrieves, interprets and disseminates information from a variety of computer systems and other sources. * Keeps immediate supervisor and designated others accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems. * Performs other duties of a similar nature and level as assigned.

Here are just a few of our great benefits and information for lateral transfers.


12.1 Accrual.

Full-time employees shall begin accruing vacation benefits in the first month of employment and are eligible to begin using accrued vacation with supervisory approval.

Vacation accrual for all full-time employees will be as set forth below:

Years of Service Employee

0-60 months (0-5 years) 10 hours/month

61-120 months (5-10 years) 12.5 hours/month

121-180 months (10-15 years) 15 hours/month

181-240 months (15-20 years) 16.66 hours/month

Over 240 months 18.33 hours/month

Lateral Employee Vacation:

A newly hired Lateral Employee shall accrue vacation using the accrual matrix set forth above based on total years of previous experience as a full-time public safety employee at another (or other) law enforcement agency (or agencies) plus time served at the Department will count toward years of service. Lateral employees are determined in accordance with Article 15.2 and to receive this benefit, the lateral employee must have at least three (3) consecutive years as a full-time public safety employee in a position similar to the position the employee is being hired for at the City of Hillsboro, as determined by the City.

15.2 Probation and Seniority Accrual-New/Lateral Hires.

A professional employee shall attain seniority after twelve (12) continuous months of employment in the bargaining unit. A lateral DPSST certifiable officer or newly hired sworn employee having a Career Officer Development certificate shall attain seniority after twelve (12) continuous months of employment in the bargaining unit; non-lateral sworn employees shall attain seniority after eighteen (18) continuous months of employment in the bargaining unit. During this period a new employee may be discharged at the sole discretion of the City without any reason or cause being shown without recourse of the grievance procedure.

19.3 Beginning Salary.

A. Normally an employee will be appointed or reinstated at the first step established for that classification. The City may make an appointment or reinstatement above the first step.

B. The City will have discretion to offer lateral employee hires coming from public safety agencies who have served at least three (3) years in the same or similar position as determined by the City immediately before being hired as a lateral hire employee for the City, the equivalent salary step as if they had worked for the City for the same period of time as their previous public safety agency. The City will advise the Association of decisions made related to increased salary step placement for lateral hires in the bargaining unit.

Acceptable Experience and Training


* Valid Driver's License and safe driving record; * Ability to obtain Law Enforcement Data Systems (LEDS) certification within sixty days of hire; * Must be able to pass an extensive background investigation.


* Applicable local, state and federal laws, rules, and regulations; * Records Management principles; * Law enforcement information systems; * Mediation and conflict resolution techniques; * Positive and effective customer service principles; * Recordkeeping principles; * Modern office equipment.


* Interpreting and applying applicable laws, codes, regulations and standards; * Time management and work prioritization; * Communicating effectively through verbal and written means; * Performing a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines; * Working independently, prioritizing multiple tasks to meet deadlines while maintaining accuracy and attention to detail; * Using applicable tools and equipment; * Providing positive and effective customer service; * Analyzing situations, identifying alternative solutions, projecting consequences of actions, and implementing recommendations; * Researching, compiling, and reconciling data and information; * Appropriate handling of confidential or sensitive information; * Utilizing a computer and relevant software applications; * Promoting a culture of teamwork and communication by working in collaboration and treating coworkers with respect and dignity and maintaining an open mind to diverse voices and ideas.

Additional Information


Employees at the City of Hillsboro are expected to exemplify the behaviors set forth in our Core Values as follows:

* Excellence in Public Service * Respect for Diverse Voices and Ideas * Responsiveness in Customer Service * Tradition of Reliability * Stewardship of the Public Trust * Leadership with Ethics and Integrity * Culture of Teamwork and Communication * Emphasis on Innovation

Employees are also expected to promote a positive work environment and to be effective and collaborative team members, while providing responsive municipal services to the citizens of the City of Hillsboro.


Positions in this class typically require: stooping, crouching, reaching, walking, lifting, grasping, talking, hearing, seeing and repetitive motions with or without reasonable accommodation.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Incumbents may be subjected to travel.


Police Records Specialist

Police Department - HP# 2021-75

At the City of Hillsboro, the health and safety of our community is our highest priority. Hillsboro's Police Department is committed to all of the aspects contributing to safe and equitable public safety in Hillsboro. Each member of this department, from nearly 200 full-time employees to over 150 community-based volunteers, shares a common sense of professionalism and dedicated service to our community.

We are committed to working in partnership with our community: the City of Hillsboro's Police Department recognizes this extends beyond public statements. An intentional focus on equity and inclusion work is essential in hiring and retaining well qualified candidates of all backgrounds. This is particularly important in attracting future public service champions from traditionally underrepresented racial, gender, and ability groups.

That's where you come in!

The City of Hillsboro is growing great things, including people and meaningful careers!

Pay Range

$47,940 - $61,188/year


11:59 p.m., Monday,

May 10, 2020


Full-time, non-exempt with extensive benefits package

To Apply


Hiring a workforce that reflects the diverse community we serve is essential to delivering exceptional City services and programs. The City of Hillsboro is committed to creating and supporting an inclusive and welcoming environment for all employees to thrive. We value, respect, and empower employees as unique individuals with authentic voices and diverse ideas.

Our Core Values




Just Outcomes

Our Mission

Delivering exceptional police service to the Hillsboro community through shared values of Dignity, Respect, Service and Just Outcomes.

Human Resources Department Phone 503-681-6455 Fax 503-615-3459 Web Hillsboro-Oregon.gov/Jobs

About our Records Division:

The Records Division is open 24 hours-a-day, seven days-a-week, including holidays. It is staffed by a manager, two supervisors, a lead specialist, and 14 Records Specialists. Records Specialists are often the first employees Hillsboro community members speak with either in our lobby or when calling the department for assistance.

We receive an average of 30,000 phone calls and process an average of 11,000 reports per year! We also process daily requests from the public and other law-enforcement agencies for background checks, copies of police reports, and other information. Records Specialists are responsible for a wide variety of tasks and each day is always a little bit different! On any given shift, a Records Specialist may:

* Assist community members at the lobby counter * Answer the Department's main phone lines for general information and services * Process police reports submitted by our Detective and Patrol Divisions * Process requests for background checks and copies of police reports * Research information for officers to assist with investigations * Enter and locate records in the Law Enforcement Database System (such as warrants, missing people, stolen vehicles, etc.)

After completing a probationary period, Records Specialists have the opportunity to serve in several secondary assignments, such as becoming field training officers or joining our recruitment and peer support teams. There are also opportunities for career advancement within HPD and the City!

About our Records Staff:

While some of our Records Specialists have prior law enforcement or military experience, it isn't required! Many of our team members have come to us from retail, food service, banking and finance, property management, or have even been small business owners! Along with teamwork and positive attitudes, each of our Specialists bring unique strengths through their diverse backgrounds and life experiences. If you are ready to bring your skills to a dynamic work environment that is dedicated to supporting the community - apply now!

Acceptable Experience and Training:

High School Diploma or GED and 2 years' police admin and/or general office support experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Fluency in Spanish and/or other languages is preferred but not required.


* Valid Driver's License and safe driving record; * Ability to obtain Law Enforcement Data Systems (LEDS) certification within sixty days of hire; * Must be able to pass an extensive background investigation.

Human Resources Department Phone 503-681-6455 Fax 503-615-3459 Web Hillsboro-Oregon.gov/Jobs

Each day presents something different, even when the job may be the same.

Shaleen Ranger, Records Specialist

I was surprised to learn that law enforcement experience was not required to apply. Before working as a Records Specialist, I was a professional dog-walker and worked in bookstores. HPD recognized the skills I had and gave me the tools and resources I needed to grow professionally.

Kimberly Stephenson, Records Specialist

Keywords: City of Hillsboro, OR, Hillsboro , Police Records Specialist, Other , hillsboro, Oregon

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