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SalaryMission
The Kingston Police recruitment process reflects and demonstrates a commitment to our core values of Respect, Integrity, Professionalism, Partnership, Leadership and Excellence. We are committed to ensuring an equitable process with the goal of achieving a representative workforce of the diverse community we serve.
We are committed to supporting applicants with disabilities, including accommodating individual accessibility requirements.
Position Overview
This role offers a dual position opportunity, facilitating cross-training in both functions within the Records Unit.
RECORDS CLERK
Reporting to the Records & Systems Manager, the Records position is responsible for general administrative duties related to the functions performed within the Records Unit, including processing of police record/criminal records checks, answering and routing incoming calls and visitors, data entry into various software systems and procuring all pertinent information from callers and in-person visits, as well as all other available resources, completing reports with a high level of accuracy and attention to detail.
CPIC OPERATOR
Reporting to the Records & Systems Manager, the CPIC Operator is responsible for performing data entry and clerical duties to maintain accurate and valid information for the Canadian Police Information Centre (CPIC).
The current hours of operation for the Records Unit is 8:00 am to 6:00 pm. Assigned hours of work will generally be within these hours. Based on organizational requirements hours may be extended to include evenings and weekends.
SALARY RANGE FOR RECORDS CLERK $30.68 - $34.37/Hour
SALARY RANGE FOR CPIC OPERATOR $30.91 - $35.89/Hour
Company Bio
Kingston Police is proud to serve the Kingston community of 123,363 residents. We have a dedicated workforce of 201 officers and 61 civilians and are one of the oldest municipal police services in Canada. Our members are guided by the mission and values of the Kingston Police. We are committed to achieving our vision of being among the most progressive, efficient and effective community-oriented police services by developing, supporting and engaging our members.
Responsibilities
- Process criminal record checks for taxi applications
- Assist members of the public requesting assistance at Records Counter including intake and processing of Police Record/Criminal Record Checks
- Scanning and attaching requests for information in RMS
- Answer and route incoming calls and visitors to appropriate department/person providing assistance, approved documents or advice as required
- Respond to switchboard phone by directing callers to destination or taking messages from the Front Desk or other areas
- Take fingerprints of applicants for civil purposes and submit to the RCMP through Livescan system
- Process requests from applicants for the destruction/sealing of Known Offender files (tentative)
- Directly enter data into computer system or complete appropriate incident reports regarding crime or other matters reported by the public
- Review entered occurrences for errors and omissions and ensure compliance with Kingston Police practices and procedures as well as compliance with requirements established by Canadian Centre for Justice Statistics.
- Daily computer input of traffic report information and related material
- Preparation of documents and letters related to the records keeping function
- Reporting on performance and benchmark statistics as defined by supervisor
Other
- Collection of fees for release of information in accordance with Kingston Police fee structure
- Maintaining records of information release through RMS
- Preparation of documents and letters related to the release of information
- Filing and purging of documents according to retention schedules and Kingston Police requirements
- Inform Supervisor of unusual or emergency situations and/or when work volume has created backlogs
- Collect, distribute and process mail for unit
- Other duties as assigned
CPIC OPERATOR
- Carries out maintenance transactions in CPIC as required
- Adds, modifies, removes, queries and cross-references CPIC files and enters caution codes onto the CPIC system from information contained in occurrence reports and memorandums.
- Responds and makes CPIC modifications as requested
- Removes and documents all CPIC changes
- Ensures that all documents are collected, processed and scanned
- Communicates any errors and omissions of documentation to the Court Services Supervisor
- Verifies, reviews and validates CPIC entries to ensure compliance with Kingston Police practice and CPIC Policy, correcting errors as detected and advising Supervisor of any ongoing problems.
- Assists with CPIC overflow from other CPIC Operator
- Ensures that any court briefs requiring CPIC action are filed in Court Services or Records as applicable
- Updates RMS with court dates for pending criminal matters.
- Processes Pardon Notifications received from the Parole Board of Canada and/or RCMP and make applicable entries on RMS
- Processes requests for sealing of Criminal Record information pursuant to Kingston Police practices and procedures
- Purges files and ensures retained files are properly archived and stored as directed
- Provides CPIC information for other members of the Kingston Police as required
Other
- Provides backup support to other civilian employees as needed or as requested by Supervisor
- Assists Records personnel with performing Criminal Records Checks during peak periods
- Respond to routine questions from Kingston Police employees and the public
- Ensures Supervisor is advised of progress/backlogs and any unusual situations
- Assists in providing training to employees when required, or as requested by Supervisor
- Receives, sends, logs and re-directs CPIC messages, including zone and provincial alerts
- Perform other duties as assigned
Note: Above duties represent a typical position and are not to be construed as all-inclusive. This position may be modified after regular evaluation periods.
Qualifications
- completed a minimum Grade 12 or equivalent
- participate in and be successful in applicable employment testing
- excellent customer service, communication and interpersonal skills
- ability to deal with clients in a tactful and courteous manner
- high level of attention to detail and ability to stay focused
- demonstrated discretion and integrity in safeguarding confidential information
- ability to communicate in a professional manner, ensuring accurate information is conveyed
- self-motivation and be able to work with minimal supervision
- high level of attention to detail and accuracy in work, including data entry
RECORDS CLERK (ASSETS)
- Post-secondary education is an asset
- Experience requesting and processing police records is an asset
- Experience working in a law office, insurance company or similar setting is an asset
- Demonstrated discretion and integrity in safeguarding confidential information
- Ability to communicate in a professional manner, ensuring accurate information is conveyed
- Excellent verbal, written and listening communication skills
- Highly organized with exceptional ability to prioritize based on urgency and importance
- Demonstrated ability to work as a team player as well as independently
- Ability to multi task, adjust priorities, and work in a fast paced and demanding environment, meeting deadlines as required
- Problem-solving abilities
- Experience with computers and software applications in a Windows environment
- Solid keyboarding skills (35+ WPM)
- General knowledge of office procedures (copying, filing, telephone procedures, etc.)
- Demonstrated skill in handling stressful situations and meeting deadlines
- Knowledge of the Municipal Freedom of Information and Protection of Privacy Act and Kingston Police practices and procedures respecting the release of information an asset
- Knowledge of police procedures, rules and regulations an asset
- Understanding of the rationale behind the Kingston Police Service policies and procedures and the impact on delivery of service
CPIC OPERATOR (ASSETS)
- Post secondary education is an asset
- Experience requesting and processing police records is an asset
- Experience working in a law office, insurance company or similar setting is an asset
- Basic knowledge of CPIC system and related procedures
- Knowledge of Kingston Police policy and procedures pertaining to court services, records
- Knowledge of Kingston Police Records Management System (RMS)
- Knowledge of CPIC validation and purge procedures
- Work experience at front desk, records or communications an asset
- High level of attention to detail and ability to stay focused
- Demonstrated discretion and integrity in safeguarding confidential information
- Experience in general office procedures (i.e. filing, typing, recording information)
- Knowledge of computer and software applications in a Windows environment (keyboarding skills 35 wpm) including the ability to use scanning software
- Basic knowledge of what is required for incident reports, briefs and other court documents
- Strong oral and written communications skills with the ability to articulate detail
- Excellent customer service, interpersonal and active listening skills
- Strong organizational and multitasking skills
- Must be alert, discrete, self-motivated
- Demonstrated ability to work as a team player as well as independently
- Demonstrated understanding and commitment to the mission, vision and core values of the Kingston Police
Employment Equity
The Kingston Police hire on the basis of merit and are committed to reflecting the diversity of the Kingston community and Canada. We are committed to non-discriminatory, barrier-free and accessible employment practices in compliance with human rights legislation and the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please indicate this in your cover letter or contact Human Resources at 613-549-4660, ext 2287 or 2282. Although we appreciate all applications, only those selected for an interview will be contacted.
