Police Records Specialist

Coos Bay; Coos Bay (OR); On-site; USD 38,000 - 52,000; Full time

Job summary

City of Coos Bay Police Department is seeking a Records Specialist to classify, code and file police reports, enter data into computer systems and distribute records. The role involves handling lobby inquiries, interpreting narratives, and maintaining accurate records in a fast-paced, public-facing office.

Ideal candidates will have two years of clerical experience (preferably in law enforcement or legal environments) and a high school diploma or GED.

Qualifications

• Two years of general clerical experience, preferably in law enforcement or legal environment.
• Graduation from high school or the equivalent GED certificate.
• Any satisfactory equivalent combination of experience and training may substitute for the above.

Responsibilities

• Answer lobby calls and route inquiries to the proper person or department.
• Review and classify incoming police reports and related documents.
• Enter information into computer systems and ensure accurate coding.
• Copy and distribute reports and attach addenda as needed.
• Respond to requests from law enforcement and the public following procedures.
• Type letters, reports, minutes and other materials; transcribe from tapes/notes.

Skills

Data entry

Public interaction

Police reporting

Clerical tasks

Excel

Education

High school diploma or GED

Tools

Computer terminal

Word processing

Excel

Job description

RECORDS SPECIALIST

GENERAL STATEMENT OF DUTIES: Employees in this position work in support of the functions within the Police Department. This position is responsible for accurately classifying, coding, filing and entering by computer a variety of moderately complex information from police reports and other documents. Work involves correctly interpreting narratives and relevant data from handwritten or typed reports, coding and classifying according to established guidelines, and accurately entering data. Employees also file, retrieve, copy and distribute police reports and other correspondence. Some positions have considerable contact with the public and law enforcement personnel. This class is distinguished from other clerical classes by the specialized nature of the work characterized by tasks generally performed independently in conformance with established guidelines and standards while requiring the exercise of some discretion and judgment. A supervisor is normally available to provide advice and assistance with new or revised procedures or with unusual problems. Work is reviewed periodically for accuracy by the Support Services Supervisor or administrative manager.

SUPERVISION RECEIVED: This employee works under the direct supervision of the Records Specialist Supervisor or an Administrative Manager.

SUPERVISION EXERCISED: Supervision of other employees is not a responsibility of any employee in this classification.

ESSENTIAL JOB FUNCTIONS: An employee in this classification may perform any of the following duties. However, these examples do not include all the specific tasks which an employee may be expected to perform.

• Answer lobby calls, have direct contact with public members who may have questions or needs who have arrived in the lobby of the Coos Bay Police Department. Answers the telephone and routes calls to the proper person or department; answers routine inquires and provides general information to other law enforcement agencies and the public.Takes messages and makes appointments as required.
• Reviews and classifies incoming police reports and other related documents according to established procedures; codes information on reports to prepare for computer entry; enters information using computer technology.
• Copies and distributes police reports according to established procedures; files original reports; attaches addendum to reports as received.
• Responds to requests in person, by telephone or by mail from law enforcement personnel and members of the public following established procedures; retrieves information from files by using computer terminal; copies information and distributes as requested.
• Types letters, reports, minutes, agendas, research projects and other varied materials.May compose routine correspondence which is checked by the supervisor. Transcribes information from tape and handwritten notes on criminal investigations.
• Compiles statistics and other data and performs basic arithmetic to summarize and demonstrate statistical comparisons.
• Must be able to develop and maintain positive cooperative team-oriented relationships with co-workers, supervisors, managers, and others you come in contact with.
• Performs related work as required.

DESIRABLE QUALIFICATIONS FOR EMPLOYMENT

KNOWLEDGE, SKILL AND ABILITY: Some knowledge of modern office practices and procedures. Knowledge of police reporting and information processing practices, policies and procedures. Knowledge of computer entry formats and methods. Skill in interpreting and classifying written information into a standard numerical form for computer entry. Skill in the operation of electronic technology. Skill in understanding and following oral and written instructions. Skill in establishing and maintaining satisfactory working relationships with other employees, law enforcement personnel and the general public. Ability to deal with continual interruptions or multiple requests.

EXPERIENCE AND TRAINING: Two years of experience in general clerical work which would include filing, typing and receptionist duties, preferably in a law enforcement or legal environment. Graduation from high school or the equivalent GED certificate. Any satisfactory equivalent combination of experience and training which ensures the ability to perform the work may substitute for the above.

TOOLS AND EQUIPMENT USED: Phone, computer terminal; personal computer including word processing software; copy machine; postage machine; fax machine; base radio; calculator, excel programs, etc.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is frequently required to remain in a stationary position and communicate or exchange information with others. The employee is occasionally required to move about the work area; operate, use, and handle equipment, tools, controls, and other work materials; and reach with hands and arms.

The employee may occasionally be required to move, transport, or position materials or equipment weighing up to 25 pounds.

The position requires the ability to detect, distinguish, identify, observe, and inspect information necessary to perform assigned duties, including work requiring close visual observation and adjustment of focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

GUIDELINES: The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

UNION STATUS: Represented

FLSA STATUS: Non-Exempt

FTE: 40 hours/7-day work period, subject to change for operational necessity.

GENERAL SCHEDULE: Rotating, four 10-hour days, Monday through Friday during regular business hours, subject to change for operational necessity.

Application Acceptance Period: .......................................................... September 25 – October 15, 2026

Review of Applications: ........................................................................ October 16

First Round of Interviews with Selected Candidates: .......................October 19 - 21

Probable Date for Offer of Employment: .......................................... TBD

Note: The city reserves the right to conduct additional interviews, and this may affect the projected date for offer of employment.

EMPLOYEE BENEFITS: Employees work in a strong team-oriented environment and receive a generous employee benefit package which includes paid holidays, vacation and sick leave, life and accidental death and dismemberment insurance, long term disability, medical, dental and vision insurance, and retirement through the Public Employees Retirement System (PERS). The City pays 90% of the medical and dental insurance premium for the employee and their family.

INFORMATION ABOUT THE COMMUNITY: Information about the City of Coos Bay and the Bay Area is available at www.coosbayOR.gov .