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Human Resources is located at 677 East 12th Ave., Suite 400. Our mailing address is: 5210 University of Oregon, Eugene OR, 97403-5210.

Disclosure of Campus Security Policy and Campus Crime Statistics


Police Records Specialist - Archive

Classification:  0104A
Department:UO Police Department
Salary:$12.70 - $18.43 Per Hour

o The University of Oregon Police Department (UOPD) invites applications for a full-time Police Records Specialist (Office Specialist 2).
o This is a classified position represented by SEIU local 503, Oregon Public Employees Union.
o University of Oregon positions that are at least half-time are eligible for excellent benefits, including health and dental, employer-paid retirement, and tuition benefits for employee or an eligible dependent, sick and vacation leave.
o Due to budgetary shortfalls, the person appointed to this position will be required to take unpaid furlough days between date of hire and June 30, 2013.
o This recruitment is open to any applicant who meets the qualifications listed below.


... two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR
... an associates degree in Office Occupations or Office Technology; OR
... graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.

In addition, this position requires:
* Minimum of one year experience managing police or judicial department records. Preference will be given to candidates with extensive, three or more years, of police or judicial records experience.
* Ability to meet local, state, and national requirements for accessing criminal justice and computerized criminal history information, including high school degree or equivalent.
* Excellent oral and written communication skills, including legible handwriting and accurate typing skills (at least 40 words per minute).
* Ability to maintain composure and work effectively in stressful situations; ability to routinely conduct self in a professional and respectful manner, with equal regard for all contacts.
* Ability to use established policy and innovation in solving customer service and programmatic issues.
* Ability to follow directions and university administrative policies, procedures, and guidelines.
* Ability to prioritize and multi-task effectively in a fast-paced, detail-oriented and time-sensitive environment.
* Ability to utilize complex computer-aided dispatch and records information management systems.
* Demonstrated integrity, ingenuity, and inventiveness in the performance of assigned duties.
* Valid driver's license and good driving record in order to pick up documents and make deliveries and/or to support the operational needs of the department (proof of insurability required to obtain permission to operate a university vehicle).
* Ability to work effectively with persons from diverse socio-economic, racial, and ethnic backgrounds.

Prefer candidates with college course work or bachelor's degree; candidates fluent in a second language highly regarded. Please indicate your skills on the attached skill code sheet.

Position is subject to background assessment which includes: criminal history;
driving record history; personal history; prior employment history; vision and hearing exam; drug screen; psychological examination.


This position performs administrative functions in support of the department's requirement to document, process, classify, maintain, and control law enforcement records, case files, statistics, and related information. Duties include:
... receiving, sorting, organizing, and processing incident reports, notices of infractions, and citations; completing disposition sheets; reviewing information entered into multiple records systems for accuracy and proper classification; coding and entering data into computer databases that are part of a criminal justice records system; organizing and maintaining files of documents within the various criminal justice records systems.
... processing, copying, and electronically scanning documents (i.e., citations, incident reports, etc.) for distribution to the courts, city prosecutors, and district attorneys; transporting citations, incident reports, and warrants to and from the courts, prosecutor's office, and local police departments; providing appropriate information and documents to corrections, criminal justice, and law enforcement agencies upon formal request or through formal agreements; coordinating the flow of records-related information between UODPS and internal human resource, legal, and student conduct units.
... monitoring and querying criminal justice information systems (e.g., AIRS, LEDS, NCIC, Interpol and other systems) to obtain and disseminate information in response to internal and external requests; entering, confirming, and clearing arrest warrants; receiving, processing, and distributing posted bail in an accurate and timely manner; ensuring that other law enforcement agencies respond appropriately and within time limits to UODPS inquires.
... administering and recording requests from the public; processing requests for the release of department documents and information under open records laws; ensuring that requested documents do not violate FERPA or other regulations governing privacy or jeopardize open criminal investigations; resolving records-related conflicts and or inquiries; explaining laws and procedures; requesting, providing, or verifying information; collecting fees as appropriate; coordinating efforts with the university's Public Records Officer.
... coordinating department's criminal history checks, driver records verification, and fingerprint card services; processing requests for fingerprinting services and record checks; submitting information to external agencies as appropriate; collecting service fees; serving as LiveScan and custodian of records with the Oregon State Police.
... administering the criminal justice and law enforcement records management systems of the department; developing procedures and controls for all records management systems; ensuring compliance with all records retention policies and laws; performing regular audits of records systems to ensure accuracy and integrity; assures compliance with open records laws; maintaining security of all records.
... assist in training of Communications and Emergency Response Center (CERC) personnel in the appropriate use of criminal justice records databases and information systems; ensuring consistent application of processes through the review of work; providing instruction to other staff as necessary; coordinating department-wide certification and testing for LEDS and other criminal justice information systems.
... maintaining competency and proficiency as a Communications Officer; providing assistance and relief to Communications Officers during assigned work schedule; may cover CERC shifts due to leaves of absence, vacancies, vacations, and periods of increased workload.
... gathering statistics and assist with the preparation of annual compliance and reporting documents; producing routine reports on work efforts; providing reports to Director/Chief or Senior Associate Director/Assistant Chief and other managers as requested.


While performing the duties of this job, the employee is regularly required to talk or hear. Employee frequently is required to sit, stand, walk, use hands and fingers to handle or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, or crouch. Employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception, the ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.


To assist us in making the selection for this position, please respond to the following questions on a separate sheet(s) of paper. Number your responses to correspond to the questions and describe experience and training related to each question. Make sure experience and training described in your responses are included on your application.

1. Describe your experience working in a law enforcement communications or records management or related environment. Indicate experience working with and maintaining detailed electronic and hard copy documents.

2. Describe your experience working with the public in a high-stress environment where you were required to multi-task, giving specific examples. Give examples that demonstrate your ability to work with individuals from diverse socio-economic, racial, and ethnic backgrounds.

3. Describe any experience you have using two-way radios, alarm receivers, CCTV systems, computers, software applications, multi-line telephones, and other office equipment, giving specific examples.


You must also fill out a skill code sheet for this position. You can pick one up at Human Resources or print one out at http://jobs.uoregon.edu/skillcode.html


Submit all application materials, including Human Resources Job Application form, supplemental questions and other relevant materials by the closing date to:

Human Resources
677 East 12th Ave., Suite 400
5210 University of Oregon
Eugene, OR 97403-5210

Human Resources Job Application must be filled out completely or it will not be accepted. Make sure to keep a copy of your application packet for job interviews.

EO/AA/ADA institution committed to cultural diversity. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status.