Police Records Specialist I

City of Canby•Canby, OR

About The Position

Performs a broad range of technical and moderately complex administrative functions in support of the Police Department. The role focuses on processing police reports and LEDS records, responding to departmental inquiries, and managing the Subpoena Desk. It also prepares routine correspondence and, at a supervisor’s direction, social media announcements and website revisions, while providing customer service to citizens, agencies, officers, and coworkers. The position works under general supervision, with assistance readily available from a Police Records Specialist II or supervisor. Its duties are less complex than those of a Police Records Specialist II. The employee may provide informal training or instruction to volunteers and interns. The work is performed in an office setting typical of a law enforcement agency and may involve exposure to disturbing or sensitive crime-related information and frequent public contact in hostile or sensitive circumstances. The role occasionally requires evening or weekend work; no travel is required.

Requirements

High school diploma or General Equivalency Diploma (GED).
Three years of general office experience, or a satisfactory combination of education, experience, and training demonstrating the required knowledge, skills, and abilities.
Ability to obtain and maintain CJIS clearance.
Ability to obtain and maintain LEDS (Law Enforcement Data System) certification.
Ability to pass an in-depth background and reference check.
Knowledge of and ability to follow laws and regulations governing the handling, management, retrieval, and release of police reports and records.
Knowledge of basic municipal police services and response to public records requests.
General knowledge of office practices and procedures, business English, word processing and spreadsheet software, clerical practices, research methods, and report composition and preparation.
Ability to operate general office equipment.
Skill in providing positive and effective customer service.
Ability to perform the essential functions, with reasonable accommodations where applicable.

Nice To Haves

Working knowledge of police department functional-area practices, procedures, and guidelines.
Experience using a police department records management system, specifically Mark43.

Responsibilities

Query, enter, confirm, clear, and locate critical items in LEDS/NCIC, including warrants, criminal histories, stolen vehicles or articles, and missing persons.
Refer reports and attachments, including in-custody reports, to the appropriate department or court within established timeframes.
Maintain files and reports in accordance with retention guidelines and protect the safety and integrity of records.
Manage the Subpoena Desk by coordinating with courts and officers regarding subpoenas, hearings, and officer availability.
Respond to police officer requests for information, including addresses, case details, warrants, license plate registrations, stolen property, and driving records.
Provide Police Department customer service by greeting visitors, answering and directing calls, taking and relaying messages, and responding to customer questions.
Collect fees and issue receipts for towed vehicles, police reports, public records, and other department fees.
Receive, respond to, and enter police report requests and perform other records-release and maintenance functions.
Prepare and edit routine and non-routine documents using word-processing software; proofread, review for grammar, edit, and check documents for completeness and accuracy.
Create, revise, and post department information, announcements, and articles to the website and social media at a supervisor’s direction.
Perform administrative tasks such as photocopying, faxing, filing, and sorting documents.
Conduct routine inventory of office supplies and recommend purchases to the Administrative Supervisor.
Prepare weekly bank deposits; process and distribute incoming and outgoing mail; and track, order, and maintain office supplies and department business forms.
Establish and maintain positive working relationships with City staff, government agencies, community organizations, and the public.
Follow workplace safety rules and procedures and perform additional duties as assigned.