Records Clerk

5 months ago

Kingston, Canada Kingston Police Full time

**Mission**

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**

RECORDS CLERK
- 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 a

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