Records Specialist

Position Summary

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. Ability to pass a pre-employment medical exam.

Proposed Recruitment Timeline

October 8, 2025

Recruitment Opens

October 22, 2025 at 5PM

Initial review of candidates

October 24, 2025

Invite candidates to testing

Week of November 3, 2025

Invite candidates to speed interviews

Week of November 10, 2025

Oral Boards

Week of November 17, 2025

Final Interviews

November / December

Background and Medical Exam

Anticipated Appointment January 16, 2026

Essential Functions

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.

Operates manual and computer record systems performing data entry and file retrieval for the following :

• 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.

Qualifications and Skills

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.

Must successfully pass a comprehensive background investigation including criminal history check and obtain an Oregon State Police CJIS clearance.

Ability to pass a pre-employment medical exam.

How to Apply

Qualified applicants must submit an online application located on the City of Corvallis website (click on "Apply" above).

Position is open until filled. Applications must be received by 5 : 00 PM on Wednesday October 22, 2025. Previous applicants may reapply.

Applicants are encouraged to include a cover letter and resume with the online application; however, resumes will not be accepted in lieu of a completed online application. Late or incomplete applications will not be accepted / considered.