Police Records Specialist

Come expand your knowledge of Law Enforcement by joining our Records Division.  The City of Gresham is seeking candidates to fill a vacancy for a regular full-time Police Records Specialist in the Police Department. This is an exciting opportunity for qualified candidates looking to work in a fast-paced environment while providing excellent service to the customers of the Gresham Police Department and residents of the City of Gresham.
 
The Police Records Specialist will train to perform all the essential functions of the job on a rotating basis. After the 12-month probationary period is successfully completed, a shift is designated based on seniority in the Police Records Specialist classification.  

This job posting will be used to fill current vacancy and will establish an eligibility list for future opportunities.  The eligibility list will be valid for up to six (6) months.

The City of Gresham offers a generous and robust benefit package featuring low deductibles and little to no cost employee premium contributions (depending on plan selection).  For details, visit our Employee Benefits page.  This position is part of the Gresham Police Officer's Association (GPOA) Collective Bargaining Unit.  To learn more about paid time off and other details specific to this role, view the current contract.

Benefits include :

• Paid vacation: 21.33 hours per month to start.
• Education reimbursement
• Sick leave for longer-term illnesses.
• Medical, vision, dental and life insurance.
• Accidental death and dismemberment insurance.
• City participates and picks up employee contribution portion of 6% in the Oregon Public Employee Retirement System.
• Long-term disability insurance.
• Employee assistance program.
• Health reimbursement account.
• Flexible spending account.
• Deferred compensation.

As Oregon's fourth-largest city, Gresham is a welcoming community of hard-working people where tradition and heritage meet innovation and opportunity. Gresham is a dynamic and rapidly growing city where families and businesses have a mutual desire and drive to thrive. City of Gresham employees care deeply about the community they serve, and go 'one step beyond' to deliver services in collaborative, inventive, practical, and nimble ways. Our work is challenging, fast-paced and rewarding.
 
We believe that to deliver the highest level of service to all Gresham community members, it is crucial we employ a diverse workforce, foster an inclusive working environment, and ensure our policies and systems result in equitable outcomes. The City seeks candidates who will support these values by continuously incorporating equity in their daily work and actively contributing to a workplace culture that respects unique viewpoints, life experiences and cultural perspectives. Come build the future with us.The Police Records Specialist is responsible for providing external customer service and internal support to law enforcement personnel operating a 24-hour operation. As such, employees must be available to work rotating shifts (night, swing, or day), holidays, and weekends, and may have mid-weekdays off. Records duties are performed in an office environment while sitting or standing at a desktop computer.  

What you will get to do:

• Data Entry/Administrative Support: Reads, corrects, enters, and distributes police reports to internal and external customers. Copying, microfilm, filing. Operating and maintaining office equipment. Assisting internal and external customers with tasks and questions. Respond to records requests. Periodically train new employees who are on probation.
• Assist Desk/Radio: Operate and monitor radio/CAD for officers with a two-way radio system. Run queries and obtain information for officers for stolen property, driving records, registrations, warrants, addresses, ID photos, and others through LEDS and NCIC. Enters stolen property and missing persons/clears stolen property and missing persons. Locate warrants. Monitor cameras for all buildinl!s and temaorarv holdin" cells.
• Customer Service/Front Counter: Process releases for towed vehicles. Process report requests received at the front counter. Name and background checks, i.e. Visa letters. Set up non-emergency calls for citizens. Verify insurance and driving records.
• Main Desk: Creates and gives case numbers to police or code enforcement. Answer phones for internal and external customers. Assists Code Enforcement by dispatching tow companies to their location. Send certified letters to vehicle owners. Scans supplemental reports and attaches to existing reports.

For additional functions associated with this role, view the classification specification

Qualities we are looking for:

• Collaborative: A proactive professional who is responsive and values partnerships and builds relationships with multiple stakeholders to get things done
• Practical: Someone who understands and applies modern office practices, procedures, and equipment (including computer systems) and a willingness to become familiar with ordinances, statutes, laws, general orders, policies and procedures related to document processing and police records.
• Detail-oriented: A precise individual when it comes to spelling, grammar, punctuation, policies and procedures.
• Resourceful:  Be able to work independently and willing to ask questions in order to perform tasks.
• Nimble:  Someone who adapts to an ever-changing and fast-paced environment.
• Organized:  Someone who prioritizes their work and manages multiple tasks concurrently.

MINIMUM QUALIFICATIONS:

• A high school diploma or equivalent.
• Three (3) years of progressively responsible general office and/or customer service experience.

OR

• An associates degree
• One (1) year of progressively responsible general office and/or customer service experience.

Any combination of three (3) to six (6) years of education and experience that provides the applicant with the knowledge, skills and abilities to perform the job will be considered.


ADDITIONAL REQUIREMENTS:

• No felony criminal convictions
• No misdemeanor criminal convictions involving moral turpitude.
• Ability to obtain Law Enforcement Data System (LEDS) certification within three months of hire.
• Notary Public certification within six months or hire.  
  

 Employment Automatic Disqualifiers list (CLICK HERE)


PREFERRED QUALIFICATIONS:

• Prior law enforcement experience in a Police Records or similar position.
• Bi-lingual skills are highly desirable.

Any conditional offer of employment is contingent upon successful completion of a comprehensive background check. 


To Apply: Click the "Apply" button at the top of this job posting.
 
Required application materials include:

• A complete online application (do not put 'see resume' in any fields - resumes will not be accepted in lieu of an application)
• Detailed responses to supplemental questions

If you desire a modification of this process to accommodate a disability, please provide your request in writing to HRRecruiting@GreshamOregon.gov, or by phone to 503-618-2800, upon submitting the required application materials.
 
Incomplete applications will not be considered.  Applications will be screened for minimum qualifications and automatic employment disqualifiers from the hyper-linked list provided above. A full review of applications will be conducted by subject matter experts and will determine which candidates will be invited to interview.  Communication with candidates will be done primarily through e-mail. Sometimes these messages may land in a spam or junk mail folder. We encourage you to monitor your inbox as well as the inbox within the governmentjobs.com portal for important updates related to this process.

Police Department processes can take several months to complete from time of application to final offer due to pre-employment checks. We appreciate your patience throughout the process.  The selection process will contain the following elements:

1. Application screening and review (after the closing date on the job posting)
2. Invitations to candidates for panel interviews (In-person but virtual may be considered for out of area candidates) 
3. Panel interviews (week of December 9th -- 30 minutes in length) 
4. Candidates will be placed on a ranked eligibility list based on their interview scores. Candidates will remain on the ranked eligibility list for up to six (6) months.  Candidates will be contacted based on their ranked position on the eligibility list and the positions available for hire. Depending on candidate ranking, it may take several weeks before a candidate will receive an update.  When contacted, candidates will receive a conditional employment offer, followed by an email link to complete an online Statement of Personal History.  This link and the requested information is deadline driven and requires submission within the specified timeframe.  Candidates need to be thorough and honest in completing this information.  The information provided will be utilized to complete a full, comprehensive background investigation.
5. Executive Interview with hiring manager and Police command staff.  A final employment offer letter and hire date confirmed with candidate.

This position is part of the Gresham Police Officers Association (GPOA) union. Per Article 18.2 of GPOA contract, a new employee hired in this position shall be hired at Step One of the salary schedule and shall be eligible to advance to Step Two contingent upon twelve (12) months of service. Furthermore, a new civilian employee with experience as a full-time public safety employee at another law enforcement agency, in Oregon or another state, shall be credited one (1) pay step for each completed year of previous full-time paid experience. The maximum starting pay will be one (1) step below the top step of the designated classification salary range. Salary Schedules | City of Gresham 

Veteran's Preference
The City of Gresham provides qualifying veterans and disabled veterans with preference in employment in accordance with state law. Any candidate wishing to have their qualifying veteran's preference applied to the process must submit a qualifying document (DD Form 214 or 215) at the time of application providing proof of eligibility that includes discharge status. Disabled veterans must also submit a copy of their Veteran's disability preference letter from the US Department of Veteran Affairs at the time of application, unless the information is included in the DD Form 214 or 215.
 
Our Commitment
The City of Gresham is committed to providing equal employment opportunity to all qualified employees and applicants without unlawful regard to race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, national origin, age, mental or physical disability, genetic information, veteran status, marital status, familial status, or any other status protected by applicable federal, Oregon, or local law.
 
Please direct questions about this position to Yulee Kim-Whetstone at 503-618-2800 or HRRecruiting@GreshamOregon.gov.
 
If you need assistance with the online application, please contact NEOGOV directly at 1-855- 524-5627.

Salary : $53,562 - $68,396