Plan, coordinate, direct and supervise the overall activities of the Police Records Section and the Property and Evidence Section ensuring that all transactions are consistent with City policy, Department procedures and state and federal regulations. Respond to public records requests; oversee records management activities; interact with the public, public officials from the City and other agencies. These tasks are illustrative only and may include other related duties.

Full-time, FLSA Exempt position 12-month probationary period
Salary: $5,775.25 - $7,748.25 Monthly
Must meet all qualifications and requirements as listed in the Position Description.
Application must include a cover letter, resume and responses to supplemental questions.
Previous applicants may reapply.

Proposed Recruitment Timeline

Leads the daily operations of both the Police Records Section and the Property and Evidence Section ensuring that both sections are meeting the operational needs of two separate law enforcement agencies.

Oversees the approval of all data entered into the Records Management System, prepares reports for the Oregon Uniform Crime Reporting Statistics. Participates in development, implementation and revision of Records Section policy and procedure.

Participates in development and implementation of work program objectives and preparation of section performance reports. Ensures that department action plan items and performance objectives are met by the Records Section.

Effectively supervises Records Section and Evidence Section personnel. Performs personnel duties such as selection, coaching/mentoring, training, employee/labor relations, evaluating performance, succession planning, discipline, and termination. Creates and maintains an effective work environment by communicating goals and expectations for staff performance, counseling employees as appropriate, and supporting employee engagement efforts.

Provides and coordinates staff training, including work methods, processes, procedures and policies; developing work plans, procedures and schedules; works with employees to correct deficiencies; provides guidance and direction to resolve difficult or unusual work problems.

Responsible to plan, prioritize, assign, supervise and review the work of staff.

Serves as liaison with other department supervisors, ensuring accurate recording and documentation of reports and activities and compliance with public records laws.

Serves as the back-up Department Representative to LEDS (Law Enforcement Data System); assists in coordinating LEDS internal training, certification and record validation.

Provides information regarding public records laws and policies to the public and staff. Assists the public in resolution of complaints, inquiries and problems concerning criminal records. Determines disclosure of records based on public records law. Provides crime statistics to the public, authorizes the release of police reports and the release of towed vehicles.

Resolves difficult interpretations, problems and customer service issues referred by subordinates or other department members; makes independent decisions including exceptions to rules while maintaining consistent standards.

Establishes and maintains good public relations with community members, other divisions of the Department, and other agencies. Oversees and safeguards the collection and timely deposits of fees and charges. Ensures compliance with city accounting policies and internal controls.

Oversees the maintenance, update and disposal of records according to established policies and procedures and maintains compliance with State records retention rules. Ensures the availability of and monitor public access to case files according to City policy, ordinances and state laws. Manages the retention schedule for case files and related documents.

Develops, manages, and monitors the budget for the assigned budget area. Establishes and monitors appropriate department financial measures. Interprets and uses financial data to make informed business decisions. Authorizes work group purchases.

Supports safety and loss control measures and provides training and instruction to staff to ensure adherence to risk management guidelines.

Represents the Police Records Section to the public, in legal or administrative proceedings and to other organizations as required. Serves as Records Custodian with criminal and civil courts and subpoenas.

Participates as a member of the Information and Support Services Division Management team.

Oversees Property and Evidence management, including maintaining physical integrity and control of evidentiary items.

Keeps abreast of trends and technologies in public records laws, reporting requirements, purging and storage services. Monitors federal, state and local laws, regulations and court decisions applicable for evidence retention and release.

Conducts biannual audits of the Evidence room and database.

Acts as backup for Property and Evidence Control Services, including after-hours and weekend response and management of offsite facilities.

Establishes and maintains collaborative working relationship with user groups.

Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions. Builds confidence in the City through own actions.

Effectively promotes and supervises a safe work environment. Complies with all safety rules and performs work is a safe manner. Ensures staff maintains a safe working environment in compliance with Federal, State, and City health and safety guidelines and regulations.

Represents the City of Corvallis by responding to the public, community members, its employees, and others in a prompt, professional, and courteous manner. Regards everyone, internal and external, as a customer and delivers the best service possible in a respectful and patient manner.

Maintains effective work relationships.

Adheres to all City and Department policies.

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

Education and Experience
High school diploma or equivalent. Bachelor’s degree or four years equivalent combination of education, training and experience in Business Administration, Public Administration, or a related field, providing the required knowledge, skills and abilities necessary to perform the essential functions of the position.

Experience with commonly used business software applications.

Knowledge, Skills and Abilities
Ability to interpret and apply laws, learn codes, policies and procedures related to criminal justice documents.

Thorough knowledge of standard police and record management practices and procedures, and record keeping practices.

Ability to develop, recommend and implement policies and procedures consistent with department guidelines, City policy, ordinance, state laws and regulations.

Strong leadership skills and the ability to manage and supervise employees. Ability to facilitate teamwork in a collaborative work environment.

Ability to make appropriate decisions and apply independent judgment in accordance with City policies regarding personnel management and purchasing.

Strong organizational and analytical skills. Effective written and oral communication skills. Ability to analyze and create crime analysis for use by others.

Ability to get along well with coworkers and maintain working relationships, including effective labor relations.

Ability to use a computer to perform the essential functions of the position. Knowledge of records management software and the ability to train others on it use.

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

Special Requirements
LEDS Update/Inquiry certification within 3 months of appointment.

Must successfully pass a pre-employment drug screen and medical examination. Must successfully pass a comprehensive background investigation including criminal history check and obtain and maintain an Oregon State Police Criminal Justice Information Systems clearance.

Demonstrable commitment to equity, diversity and inclusion; ability to promote equity, diversity and inclusion principles with employees in day to day operations. Ability to successfully use equity, diversity and inclusion principles within the department and organization-wide.

Demonstrable commitment to, and understanding of, sustainability and the ability to promote commitment, understanding and use of sustainability principles by employees for day to day operations required. Ability to hold employees accountable for sustainability objectives.

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

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

Applications must be received by 5:00 PM on Tuesday, January 31, 2023.

Applications must include a cover letter, resume and responses to supplemental questions.

Incomplete applications will not be accepted/considered.

An Affirmative Action/Equal Opportunity Employer in Compliance with ADA.