Records Management/disposition Clerk

6 months ago

Dartmouth, Canada Halifax Regional Municipality Full time

**Job Posting**
- Applicants who previously applied for this position do not need to reapply._

Under the supervision of the NCO i/c of Records, the Records Management/Disposition Clerk is directly responsible for the maintenance and continual update of an accurate information database that includes both electronic records and hard copy files. The Records Management/Disposition Clerk carefully reviews information before disclosing confidential, private and sensitive information to a variety of outside agencies, officers or individuals. The Records Management/Disposition Clerk is responsible for searching police databases in response to Criminal Record Checks for employment, volunteer, adoption, fostering or school purposes.

**DUTIES AND RESPONSIBILITIES**
- Use electronic file management systems to Receive, Track and Check out Incident files.
- Perform Electronic and Physical Searches of Incident and/or Offender files.
- Classify files and maintain accurate shelving in accordance with HRP Policy and alert Records Supervisor to any issues immediately.
- Respond to customer requests for information. Customers are: HRP/RCMP officers and Civilians, members of the public, Transport Canada, Department of National Defence, Pardons Canada, Parole Board of Canada, Insurance Companies, INTERPOL, Medical Examiner’s Office, CSIS, Provincial Court, Family Court, Youth Court, Supreme Court, Canadian Border Services, Corrections Canada, Department of Justice including Victim Services, Law Firms, Community Services, any other Provincial, Federal or Municipal Police Officers.
- Responsible for verifying credentials of person or group requesting information and reason required.
- Responsible for communicating rationale for disclosure of information or withholding of information
- Ensures current knowledge of policies and protection of information through the Youth Criminal Justice Act, Criminal Code of Canada, Freedom of Information Policy, etc.
- Resolves minor complaints.
- Respond to Court Orders of Production: Orders are from the Supreme Court of Canada (Family Division) for matters dealing directly with the protection of children and the potential removal of children from a home.
- Responsible for researching and assembling all documentation involving all Police response including 911 calls, video interviews, and photos taken by the Identification / Forensic section as well as logs of seized property.
- Ensure a working knowledge of the Youth Criminal Justice Act, Criminal Code of Canada and other federal and provincial statutes and release information required by law only.
- Ensure quality control of time-sensitive and confidential information released to protect ongoing investigations and HRP against civil litigations.
- Responsible for processing Criminal Record Checks for HRP.
- Analyze and accurately update Court Dispositions on Fingerprints for notification to the Canadian Criminal Real Time Identification System located in Ottawa. This information is accessed nationally by users of the Canadian Policing Information System as well as by INTERPOL.
- Receive and act on information for Record Suspension Applications, Fingerprint Destruction requests, Deceased Person Notifications
- Ensure accurate catalogue of records for transfer and retrieval to/from Municipal Records Centre (MRC) in accordance with HRP’s retention schedule and the Municipal Records Centre policy.
- Attend to Records Front Counter requests and provide professional, and accurate information
- Accept payments by certified cheque
- Assist in orientation and training of Officers on Modified Duties
- Data entry as required
- Other duties as required

**QUALIFICATIONS**
**Education and Experience**
- Grade 12
- Business or Secretarial Certificate or equivalent combination of education and experience
- One-year clerical experience in related work
- Working knowledge and understanding of the Criminal Code of Canada as well as Provincial, Municipal and other Federal Statutes
- Demonstrated ability to understand and analyze complexities of written material such as legal policies/procedures

**Technical / Job Specific Knowledge and Abilities**
- Extensive knowledge of Versadex
- Proficient in the use of JEIN (Justice Enterprise Information Network)
- Proficient in Microsoft Office (Word, Excel and Outlook)
- Ability to provide high level customer service, and responding in constructive manner to demanding cliental.
- Typing speed of 50 wpm

**Please note**:
**Competencies**:Analytical Thinking, Communication, Customer Service, Conflict Management, Organization and Planning, Teamwork and Cooperation, Valuing Diversity and Values and Ethics.

**WORK STATUS**:Temporary full-time, up to 13 month term.

**HOURS OF WORK**: Hours of work are Monday - Friday, 8:30 a.m. - 4:30 p.m. (35 hours per week), in an office environment.

**SALARY**: $28.54 per hour as per the Agreement between the Halifax Regional Municipality and the Nova Scotia Union of Public Employees

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