Quality Assurance (Qa) Specialist

Exemplifying our Vision: together a safe, secure, health community, our Mission:
providing policing services to those who live, work and visit the city, by engaging with the
community, upholding the law and preserving public safety and our Core Values:
Leadership, Accountability, Professionalism, Inclusiveness, Integrity and Valour and in
keeping with the Core Business and Strategic Directions of the Saint John Police, the
Quality Assurance (QA) Specialist is a diligent and detail-oriented civilian quality
assurance file reader that ensures the accuracy and completeness of case files and
reports. They play a critical role in maintaining the quality and integrity of police records
and documentation.

JOB DUTIES AND RESPONSIBILITES

Under the direction of the Inspector of Support Services, the Quality Assurance
Specialist is responsible for including, but not limited to:

File Review and Analysis
• Conduct thorough and systematic reviews of police case files, reports, and
documentation to ensure accuracy, completeness, and adherence to established
protocols.
• Identify and rectify any discrepancies, errors, or omissions in the documentation
and reports by cross-referencing with relevant sources, policies, and databases.

Compliance Oversight
• Monitor and ensure compliance with regulatory requirements, departmental
policies, and legal standards in all documentation and records.
• Provide recommendations for improvements to enhance the quality and integrity
of police files and reports.
• Perform regular audits and quality checks of data entered into records and
evidence management databases to ensure accuracy, completeness, and
compliance with established protocols.
• Develop and maintain Quality Assurance procedures, protocols, and
documentation for the records and evidence management databases and ensure
adherence to these standards.
• Investigate and resolve any data discrepancies or errors within the records and
evidence management databases, working closely with relevant stakeholders to implement necessary corrections.
•Monitor and enforce data security and access controls within the records and evidence management databases, ensuring compliance with privacy regulations and best practices.

Quality Assurance Reporting
•Prepare detailed Quality Assurance reports summarizing findings, observations, and recommendations for management review and action.
•Track and maintain records of file review activities, findings, and corrective actions taken.
•Assist with the disclosure of information in accordance with regulatory requirements, departmental policies, and legal standards.

Collaboration and Communication
•Collaborate with police officers, supervisors, and administrative staff to address any issues or concerns identified during file reviews.
•Communicate effectively with internal stakeholders to provide guidance and support in maintaining file quality and accuracy.
•Act as a liaison between the police force and external vendors or agencies involved in the records and evidence management databases, ensuring effective communication and collaboration.
•Collaborate with IT and software development teams to identify and address any technical issues and maintenance within the records and evidence management databases.

Right to Information and Protection of Privacy Act (RTIPPA)
•Process RTIPPA requests under the direction of the Manager of Policy and Risk Management in accordance with legislative requirements and internal policies.

Training and Support
•Provide training and guidance to police personnel on best practices for documentation, record-keeping, and file management to ensure ongoing compliance and quality.
•Provide training and support to police force personnel on the proper use of the records and evidence management databases, including data entry, retrieval, and reporting functions.
•Stay up-to-date with industry best practices, regulations, and advancements in records and evidence management databases technology, and make recommendations for system improvements as needed.

Prerequisites:
•Must be security cleared
•Proficient in using computer systems, databases, and software applications for file review and analysis, including Microsoft Office.
•Experience with law enforcement records and evidence management databases would be an asset such as Versaterm and Axon Public Safety.

Knowledge of:
•Strong understanding of legal and regulatory requirements related to police documentation and record-keeping.
•Excellent attention to detail, analytical skills, and the ability to work independently.
•Strong communication and interpersonal skills, with the ability to collaborate effectively with diverse stakeholders.

Ability to:
•Technical Proficiency: A strong understanding of information technology, database management, and records and evidence management databases is essential. The individual should be proficient in using relevant software and tools to conduct Quality Assurance processes, analyze data, and identify system issues.
•Attention to Detail: Meticulous attention to detail is crucial when conducting audits, quality checks, and data validation within the records and evidence management databases. The ability to spot discrepancies, errors, or anomalies in data is vital for maintaining the accuracy and integrity of police records.
•Analytical Skills: Strong analytical skills are necessary to interpret data, identify trends, and draw insights from the information stored in the records and evidence management databases. This skill is valuable for assessing the effectiveness of data management processes and identifying areas for improvement.
•Problem-Solving Abilities: The capacity to identify and address data quality issues within the records and evidence management databases is essential. The individual should be adept at troubleshooting technical problems, resolving discrepancies, and implementing solutions to enhance data accuracy and reliability.
•Communication Skills: Effective communication skills are vital for interacting with various stakeholders within the police force. The Quality Assurance leader should be able to convey technical information in a clear and understandable manner, provide training to personnel, and collaborate with IT teams, police officers, supervisors and administrative staff.
•Knowledge of Law Enforcement Operations: A solid understanding of law enforcement operations, procedures, and the importance of accurate and reliable record-keeping within a police force is crucial. This knowledge enables the Quality Assurance leader to align Quality Assurance processes with the specific needs and requirements of the police force.
•Regulatory Compliance: Awareness of laws, regulations, and best practices related to law enforcement data management, privacy, and security is essential.
•Leadership and Collaboration: The ability to lead Quality Assurance initiatives, work effectively in a team, and collaborate with cross-functional departments is important. The Quality Assurance leader may need to coordinate with IT professionals, law enforcement personnel, and external vendors to ensure the successful implementation of Quality Assurance processes.
•Ethical Conduct and Integrity: Upholding ethical standards and demonstrating integrity in handling sensitive law enforcement data is of utmost importance. The individual should adhere to strict confidentiality protocols and maintain the highest level of professionalism in their role.

EDUCATION, TRAINING AND EXPERIENCE:
•A university degree in criminal justice, law enforcement, or related discipline or a combination of education and work experience will be considered.
•Minimum of three years' experience in Quality Assurance or similar role, preferably in law enforcement or legal setting