Salary: $23.93 - $30.55 Hourly Location : Police, OR Job Type: Part-Time Between 20-29 Hours a Week Job Number: 2025-Pol Records Department: Police Division: Non-Sworn Staff Opening Date: 07/17/2025 Closing Date: 9/5/2025 5:00 PM Pacific Join the dedicated team at the Police Department and make a difference behind the scenes. Do you have a keen eye for detail, a drive for accuracy, and the ability to thrive in a fast-paced environment? The Police Department is seeking a part-time Police Records Clerk to support our officers and leadership team by maintaining accurate and secure records, ensuring timely responses to public inquiries, and keeping critical data flowing where it needs to go. What You'll Do: As a Police Records Clerk, you'll play a key role in ensuring the integrity of law enforcement records and public safety data. Your responsibilities will include:
- Reviewing and processing police reports, citations, and field interviews
- Managing case files and routing documents to the appropriate agencies
- Responding to public inquiries and handling records requests from citizens, attorneys, and insurance companies
- Entering and updating law enforcement data such as citations, SID/FBI numbers, and pawn slips
- Registering sex offenders in compliance with state law
- Processing subpoenas and maintaining officer court calendars
- Supporting case management through IBRS corrections and records archiving
- Performing various administrative duties such as managing impounded vehicle records, subpoena calendars, and OUCR reporting
- Providing excellent customer service in person, by phone, and via written communication
What We're Looking For: We're seeking someone who is detail-oriented, organized, and committed to confidentiality. The ideal candidate will bring:
- A high degree of discretion and respect for confidentiality
- Ability to work professionally with sensitive and sometimes potentially distressing content
- The ability to manage competing priorities with professionalism and poise
- Familiarity with office procedures, customer service, and data entry
- Strong skills in Microsoft Word, spreadsheets, and internet-based systems
- Excellent communication and interpersonal skills
- A High School Diploma or equivalent
- 3 years of general office experience
Preferred Qualifications:
- Experience working in a public safety or law enforcement environment
- Education or vocational training in general office practices
- Familiarity with legal and court processes related to subpoenas and records
- Experience handling sensitive or confidential records
Special Requirements:
- Must obtain LEDS certification within 70 days of hire
- Must obtain State of Oregon Notary Public within 60 days of hire
- Must possess a valid Oregon driver's license at the time of hire
Bring your strong organizational skills, attention to detail, and passion for public service to a role where your work matters every day. If you're ready to be a vital part of a high-functioning and mission-driven team, we encourage you to apply! Initial application review will occur on 7/31, but the position will remain open until filled. Qualifications MINIMUM/MANDATORY EDUCATION AND EXPERIENCE REQUIREMENTS: Any equivalent combination of education and experience, which provides the knowledge, skills, and abilities required to perform the duties as, described. A typical way to obtain the knowledge, skills and abilities would be: Some higher education/vocational training in general office practices AND three years' general office experience, OR equivalent combination of education and experience. KNOWLEDGE: Knowledge of general office procedures, public relations, customer service, computers, word processing, spreadsheets, and the internet. Business letter writing and the standard format for typed materials. Methods and techniques of proper phone etiquette. Methods and techniques for record keeping and filing. Customer service and public relations methods and techniques. English usage, spelling, grammar and punctuation. SKILLS: Skill in the use of personal computers, various related software programs, and standard office equipment. Strong customer service, organization, time management. Strong attention to detail. Customer Service orientation and skills. Exceptional interpersonal skills, strong oral and written communications skills with a variety of audiences; ability to communicate complex material in a simple, understandable manner; competence in Business English, spelling, and punctuation. Strong reasoning, analysis, and problem solving skills combined with excellent judgment and professionalism. ABILITIES: Ability to establish and maintain an effective working relationship with City management, employees, Council members, other entities, and the public. Ability to communicate effectively, both orally and in writing, with individuals and groups. Ability to be self-directed with daily work; Ability to honor the confidentiality required of the position and exercise discretion and judgment. Physical ability to perform the essential job functions. Ability to work effectively in a work environment with numerous interruptions and conflicting demands on one's time. DESIRABLE QUALIFICATIONS: Knowledge of general office practices and procedures; ability to enter data quickly and accurately using Word; effective verbal and written communication skills; ability to establish and maintain effective working relationships with employees, other governmental agency representatives, city officials, and the general public; ability to exercise independent judgment. SPECIAL QUALIFICATIONS: LEDS certification within 70 days of hire. Obtain State of Oregon Notary Public within 60 days of hire. Possess a valid Oregon driver's license at time of hire. Physical Demands The employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach, and manipulate objects. The position requires mobility, including the ability to frequently lift or move materials up to 10 pounds, and occasionally lift or move materials up to 25 pounds. The position requires the ability to operate a motorized vehicle. Manual dexterity and coordination are required more than 70% of the work period while operating such equipment as computers, keyboards, telephones, and standard office equipment. WORKING CONDITIONS/WORK ENVIRONMENT Work location is primarily indoors where most work occurs under usual office working conditions. How to Apply All applications for this position must be submitted via our online application system at Only complete applications will be considered. Please attached a resume and cover letter with your application. Please do not fax, mail or e-mail any documentation. You will receive a confirmation email when your application has been successfully submitted. The City of Newport is an EEO employer and veteran's preference provider. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected under state, federal, or local law. The City of Newport follows Oregon law regarding Veterans' Preference in Public Employment. If you are requesting Veterans' Preference, you must complete the Veteran's Preference Form and attach a copy of your DD214 / DD215. If you are a disabled veteran, you must also include a copy of your Veteran's Administration benefit summary/award letter with your application. All offers of employment are subject to successful completion of a background check, reference checking, and in the case of safety sensitive positions, drug and alcohol testing. The City of Newport offers free membership to the City's Recreation and Aquatic facility. Other benefits as required by law. Pro-rated sick and vacation time. 01 Do you have a high school diploma or equivalent?
02 Do you have a minimum of 3 years experience?
03 Please provide any additional job-related coursework or experience you have. 04 Do you have experience in records management?
05 Please explain how you meet the qualifications Required Question
