Records Information Clerk

5 months ago

Oakville, Canada Halton Regional Police Service Full time

**The Team you are Joining - Who We Are**:
The Halton Regional Police Service contributes to the safety and well-being of more than 620,000 residents in Halton Region which includes the Towns of Milton, Halton Hills and Oakville, and the City of Burlington. It is our continual pursuit of excellence that keeps Halton at the forefront of policing and as a leader in the public safety arena. Through upstream approaches, partner collaboration, training, community engagement and a strong focus on inclusion and diversity, we have been able to maintain Halton’s status as the safest Canadian municipality with a population of 100,000 or more. This is exemplified through deep collaboration between our growing team of over 1,100 members and our residents, businesses, non-profit organizations, and municipal governments.

The Information and Records team is looking for a new Record Information Clerk to play a pivotal role in supporting the needs of our Service. This is your opportunity to join a team committed to continued leadership in community safety, contribute to the community in a meaningful way and drive continuous improvement in our growing and progressive organization.

**About the Role - How you will Contribute to the Service**:
Looking for an exciting way to contribute to the safety of the Halton Region in a civilian capacity? This challenging role will enable you to work alongside police officers to collectively maintain important computerized and paper records contributed by the Halton Regional Police Service (HRPS) on Canadian Police Information Centre (CPIC) and NICHE Records Management Systems (NICHE).

Key activities include but are not limited to:

- Adds, modifies, verifies and removes a variety of records from files on CPIC and NICHE.
- Processes queries from HRPS Officers through CPIC, NICHE, Police Automated Registration Information System (PARIS), and Vehicle Information Number (VIN) Assist systems. Confirms entries and relays information, such as charges involved, current conditions, and cautions to HRPS Officers.
- Receives and redirects narrative CPIC messages to and from HRPS Officers, Districts and outside Agencies.
- Researches and compiles information from HRPS records, as requested by HRPS Officers and other Services.
- Enters arrests, charges, warrants, occurrences, and follow-ups received from various areas of the service via electronic methods
- Opens, maintains, purges, and transfers files according to the Retention Schedule and legislative requirements. Ensures hard copies are kept, as required.
- Assists in conducting Criminal Reference Checks by researching and compiling information. Queries CPIC, Criminal Name Index (CNI), Drivers Licence history, NICHE, Legacy for records pertaining to the person/business/address. Contacts Drug and Intelligence Bureaus to query their database. Checks forrecords suspensions, non-disclosure, conditional discharges, and occurrences involving officers or police employees. Vets before release.
- Provides technical support to Uniform Personnel on CPIC, Niche, and Information and Records Services policies and procedures.

**What you will Bring to the Role**:

- Must be available to work twelve (12) hour rotating shifts in a 24/7 environment, including weekends and holidays; rotation may include four shifts in a row (2 dayshifts / 2 nightshifts), then four days off, and then begins again, with four shifts in a row (2 dayshifts / 2 nightshifts).
- Hours may vary - contract employees in this role are utilized to cover for vacation, illness, and other staffing shortages
- Must have excellent interactive communication skills and be a strong team player
- Must be able to work in a fast-paced environment and perform multiple tasks simultaneously
- Strong verbal and written communication skills
- High attention to detail skills
- Ability to proofread and interpret words and numbers and draw out important information
- Ability to work within a team setting
- Provide helpful information and/or assistance to ensure consistency of relevant policies, procedures and guidelines to others
- Solve basic problems, considering predefined options and using clear criteria/procedures/legislation to adhere and to ensure accuracy of entries into Records Management System
- Provide service in a professional, sincere and respectful manner and assume personal responsibility and follow up on commitments
- Tact and diplomacy skills to work within a confidential and professional environment

**Education, Certifications and Qualifications**:

- High school diploma
- Minimum of one (1) year as a Records Data Entry Clerk or related general or administrative office experience within a computerized environment.

**Previous Experience, Knowledge and Skills**:

- Excellent MS Word and MS Excel are considered an asset.

Note: The successful applicant will need to pass a background check to the satisfaction of the Service which will include reference checks with previous employers, verificat

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