Police Digital and Public Records Specialist (Coordinator I-NE)

City of Portland, Oregon
May 17, 2023
Portland, OR
Job Type


The Position

The Portland Police Bureau (PPB) is seeking a qualified Digital & Public Records Specialist to join their team.

About the Position: The Portland Police Bureau's Records Division has gone from a paper system to electronic reporting. Public records requests have ballooned with requests for police records to include photos, stats, audio, video and administrative records. This technology has added the need for more complex processing around storage, retention, retrieval and redaction of police records.

What you'll get to do:

  • Review all records and videos for each body camera incident requested
  • Communicate with investigators, DA and City Attorney regarding status of cases involving court dates, protective orders, subpoenas and a multitude of DA opinions and legal exemptions.
  • Determine Public Record Law exemptions that apply to each requested record and redact accordingly.
  • Explain and cite the legal exemptions for each redaction

About the Division:
The Records Division is a Service Division that operates 24 hours a day-7 days a week. Records enters information from Police reports into a complex Records Management System and provides copies of police reports to Police Bureau members, other law enforcement agencies, governmental agencies, and members of the public adhering to Public Records Laws and confidentiality requirements in both electronic and paper formats. Records is also responsible for entering missing persons, serialized property, and stolen, recovered, and towed vehicles into the State Law Enforcement Data System (LEDS) and National Crime Information Center (NCIC) adhering to the rules and regulations established by the Federal Bureau of Investigation. The Public Records Unit functions within the Records Division, processing requests for copies of all PPB records and data that are releasable for public inspection in accordance with Oregon Public Records law.

The successful candidate must pass a comprehensive police background investigation in order to have their employment retained.

City of Portland Core Values:
Anti-racism | Communication | Collaboration | Equity | Transparency | Fiscal Responsibility
These values guide our actions as we serve the community and engage our workforce. To learn more about the City's core values, please click here .

Why work at the City of Portland?
The City of Portland workforce serves a population of over 650,000. We are culture- and solutions-driven, viewing every challenge as an opportunity to learn, improve, and share our expertise. We are committed to removing systemic barriers to resources, access, and opportunity. The City is a believer in ALL people and continues to actively recruit and retain diverse top talent every day. We offer a comprehensive benefits package , including but not limited to medical, dental, vision, basic life, short- and long-term disability coverage to eligible employees and their families. If you are open-minded, motivated, community-focused, and self-aware, please apply yourself at the City of Portland today.

The City of Portland also participates in the Oregon Public Employees Retirement System (PERS). For more information on the City of Portland's benefits please click here .

Work Location
This position is located at 1111 SW 2nd Ave, Room 1126, Portland, OR, 97204. This position is located onsite but may be eligible for hybrid work in the future.

City Council approved a human resources administrative rule in January 2023, HRAR - 4.045, requiring employees, including those who are fully remote and hybrid, to perform work within Oregon or Washington. Employees have until May 4, 2023, to be in compliance with the new rule. For more information, click here.

To Qualify

The following minimum qualifications are required for this position and your qualifications for each must be described in detail when responding to the supplemental questions.

  1. Experience utilizing written and oral communication skills with a strong attention to detail including communicating rules, regulations, and/or procedures to properly inform the public.
  2. Experience using multiple computer applications such as Microsoft Office.
  3. Experience analyzing, interpreting, explaining, and applying relevant laws, regulations, ordinances, policies, and procedures.
  4. Experience providing customer service and utilizing de-escalation techniques with upset customers.
  5. E xperience managing priorities using various multi-tasking skills and ability to work independently.

Applicants must also:

  • Possess the ability to obtain Law Enforcement Data Systems (LEDS) certification and become proficient with the bureau's record management system within three (3) months of hire.
  • Possess the ability to successfully pass an in-depth background investigation.

Preferred Qualifications
Although not required, you may have one or more of the following desired qualifications:

  • Experience with video editing software.
  • Experience working with records and/or police reports.

The Recruitment Process

An evaluation of each applicant's training and experience, as demonstrated in your resume and responses to the supplemental questions weighted 100%. Do not attach materials not requested. Only candidates who meet the minimum qualifications will be placed on the equally ranked eligible list. You have 14 days from the notice of the examination results to let us know if you disagree with your results. Please read the City of Portland Administrative Rule 3.01 for complete information. Additional evaluation may be required prior to establishment of the eligible list and/or final selection.

** PLEASE NOTE : The eligible list generated from this recruitment may be used to fill future vacancies**

Recruitment Timeline:

  • Posting: 5/15/23 - 5/29/23
  • Applications Reviewed: 5/29/23 to 6/5/23
  • Eligible List: Week of 6/12/23
  • Interviews: mid to late June 2023
  • Contingent Job Offers: July 2023

*Timeline is approximate and subject to change
Application Instructions
Applicants must submit a professional resume and responses to the supplemental questions online, specifically focused on your qualifications for this position as identified in the "To Qualify" section of this announcement in accordance with the following Application Instructions: Your résumé and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.

  • Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
  • Your resume should support the details described in your responses to the supplemental questions.
  • Salary Range/Equity Pay Analysis: Please note per the Oregon State Pay Equity Law your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all directly related and equivalent experience.
  • If you are requesting Veteran's Preference, as identified below, please describe in your responses to the supplemental questions and resume any transferrable skills obtained during your military service and how they relate to each of the required minimum qualifications under the "To Qualify" section above.

Please note , all completed applications for this position must be submitted no later than 11:59 pm, on the closing date of this recruitment. All applications must be submitted via the City's online application process. Do not attach materials not requested. E-mailed and/or faxed applications will not be accepted.

Additional Information

Work Status: Non-citizen applicants must be authorized to work in the United States at the time of application.

Veterans' Preference: If you are requesting Veterans' Preference, attach a copy of your DD214/DD215 and/or Veterans Administration letter stating your disability to your profile, as well as checking the box identifying yourself as a Veteran. You must request Veterans' Preference AND include a copy of your documentation for each recruitment to which you apply. Veterans' Preference documentation must be submitted no later than 11:59 PM on the closing date of this recruitment.

ADA, Pregnancy, and Religious Accommodations: If you identify as a person with a disability, are pregnant or nursing, or observe a religious practice(s), and would like to request a reasonable accommodation when applying for this job, please contact the Recruiter below for assistance.

Equal Employment Opportunity: It is the policy of the City of Portland that no person shall be discriminated against based on race, religion, color, sex, marital status, family status, national origin, age, mental or physical disability, protected veteran status, sexual orientation, gender identity or source of income. The City values diversity and encourages everyone who is interested in employment with the City to apply.

Language Pay Differential: City of Portland employees who speak one or more languages in addition to English, may be eligible to receive a "language pay differential." This is compensation for qualifying multilingual City employees who use their language skill to assist the community. More about the language pay differential can be found here.

Did you know? The City of Portland has How to Apply Videos and offers How to Apply Classes. If you have questions after watching the videos you are invited to contact the recruiter listed on the announcement or starting in April 2023 you are invited to attend the Question and Answers session. If you prefer to attend a virtual class, they are also available once a month.

Contact Information
Tamela Ressler, Bureau of Human Resources
Senior Recruiter

An Equal Opportunity / Affirmative Action Employer Closing Date/Time: 5/29/2023 11:59 PM Pacific

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