Records Specialist

City-of-Corvallis,-o; Corvallis (OR); On-site; USD 42,000 - 56,000; Full time

Job summary

City of Corvallis seeks a Records Specialist to answer non-emergency calls and assist at the front desk of the Law Enforcement Building. You’ll be the first point of contact for victims, applicants, and professionals, handling records requests and payments with confidentiality and accuracy.

Responsibilities include processing reports, warrants, subpoenas, expungements, and ensuring OUCR compliance. Strong customer service, attention to detail, and ability to work with multiple software programs

Qualifications

• High school diploma or equivalent and two years of related employment experience.
• Ability to obtain LEDS Update/Inquiry certification.
• Must successfully pass a comprehensive background investigation including criminal history check and obtain an Oregon State Police CJIS clearance.
• Strong customer service skills and the ability to interact with diverse groups.
• Knowledge of Oregon public records laws and basic math, spelling, punctuation and grammar.
• Ability to maintain confidentiality and exercise discretion.

Responsibilities

• Answer non-emergency Police Department and Sheriff’s Office phone calls, provide information or refer citizens to appropriate sources.
• Provide public reception at the Police Department and Sheriff’s Office front desk; take reports, payments, sex offender registrations, and receive/release found items.
• Document pertinent information on police forms; review officer reports for completeness and OUCR conformity; train officers in OUCR requirements.
• Process fingerprint cards, warrants, subpoenas and expungements.
• Support public and other agencies by record checks and providing copies of reports.
• Adhere to safety rules, City policies, and deliver excellent customer service.

Skills

Customer service

Attention to detail

Communication (oral & written)

Typing

Discretion & confidentiality

Multitasking

Education

High school diploma or equivalent

Tools

Public safety records software

Job description

The Records Specialist is responsible for answering non-emergency phone calls and assisting in-person customers at the Law Enforcement Building. Serve as the first point of contact with individuals, including victims of crime, sex offenders, angry/agitated individuals, job applicants and law enforcement professionals. Must be customer-service focused, detail oriented, dependable and perform work using several computer software programs. The Records Unit provides service for dual agencies, the Corvallis Police Department and the Benton County Sheriff’s Office. These tasks are illustrative only and may include other related duties.

Full-time, AFSCME represented, 12-month probationary period

Must meet all qualifications and requirements as listed in the Position Description

Ability to obtain LEDS Update/Inquiry certification. Must successfully pass a comprehensive background investigation including criminal history check and obtain an Oregon State Police CJIS clearance.

Provides public reception at the Police Department and Sheriff’s Office front desk. Duties are taking reports, answering questions, taking, and accounting for payments, sex offender registrations, and receiving and releasing found items.

Answers non-emergency Police Department and Sheriff’s Office phone calls, provides requested information or refers citizen to appropriate source of information.

Documents in computerized and written police form all pertinent information on various violation and misdemeanor crimes as reported by citizens. Reviews officer reports to ensure completeness, correctness, and conformity with OUCR requirements. Trains officers in OUCR requirements.

• Arrest warrants and court subpoenas;
• Crime, stolen property, and custody reports;
• Teletype service, traffic accidents and citations; and
• Statistical reports as required.

Supports the public, police investigations, and other criminal justice agencies by performing record checks, providing copies of officers' reports, ordering DMV suspension packets, and other pertinent information as appropriate under public records laws.

Processes fingerprint cards, warrants, subpoenas and expungements.

Conforms with all safety rules and performs work in a safe manner.

Adheres to all City and Department policies.

Delivers excellent customer service to diverse audiences.

Maintains effective work relationships.

Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance.

Education and Experience

High school diploma or equivalent and two years of related employment experience.

Knowledge, Skills and Abilities

Ability to perform duties related to the public safety records unit, including the ability to gain knowledge of applicable Oregon and municipal laws including those regarding storage, dissemination, and destruction of public safety records. Working knowledge of public records law.

Ability to relate well to a wide variety of individuals and groups, and to communicate effectively orally and in writing. Knowledge of business English, spelling, punctuation, grammar, and basic math skills required. Strong attention to detail.

Understanding of operational rules and general instructions; and ability to respond to work situations with minimal supervision.

Ability to evaluate citizen reported situations, determine when to contact an officer or where to refer the citizen, and determine if a reported crime must be referred to a patrol officer or processed by Records.

Ability to get along well with coworkers, and the public, and maintain effective work relationships.

Ability to diffuse and resolve conflicts with difficult and agitated customers; and provide excellent customer service.

Ability to prioritize multiple duties and to work with interruptions.

Ability to type by touch and to use a computer and related software to perform the essential functions of the position. Ability to gain knowledge of public safety records specific software.

Ability to maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.

Special Requirements

Ability to meet LEDS Update/Inquiry certification requirements.

Must successfully pass a comprehensive background investigation including criminal history check and obtain an Oregon State Police Criminal Justice Information Systems clearance.

Demonstrable commitment to sustainability.

Demonstrable commitment to promoting and enhancing equity, diversity and inclusion.

The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace.

Position is open until filled.