Police Services Clerk

**General Accountability**:
**Purpose and Scope**
Reporting to the RCMP Municipal Manager, the incumbent provides a wide variety of clerical and administrative
support for the Campbell River RCMP detachment. Primary responsibilities include front counter/reception,
information and transcription services.

The incumbent works as part of an overall records services team1, led by Police Record Services Coordinators.
Working cooperatively and collaboratively, the incumbent is expected to participate as a member of the records
services team and provide solutions to problems relating to records management, workflow, and any other matters
that may arise.

**Nature and Scope of Work
**Front Counter/Customer Service**:

- Performs reception duties and addresses complaints, inquiries and other matters received over the phone or at

the counter; where required, refers matters to the appropriate contact.
- Receives, obtains and/or clarifies information; creates police files requiring dispatch; transfers all emergency calls

to the Courtenay OCC.
- Provides wide variety of information and assistance to the general public in identifying and interpreting offences

and infractions as related to municipal bylaws, and/or provincial/federal regulations within prescribed limits.

police certificates, liquor licenses, and various permits.
- Receives lost or found property at the counter; creates police file; documents all particulars; updates records; and

ensures correct handling procedures are followed.
- Physically inspects vehicles for compliance with minor ticketed requirements.

counter cash float; prepares daily cash reconciliation.
- Prepares, processes and/or receives incoming/outgoing mail and courier services.
- Provides access to the RCMP detachment to authorized visitors by documenting and issuing visitor identification

tags and arranging for escort.
- Serves legal documents as required.***

**Transcription**:

- Prioritizes and accurately transcribes from digital recording, electronic file (e.g. audio and video), copy, or rough

draft a variety of materials such as investigations statements, correspondence, records and reports; checks and
corrects grammatical and spelling errors in materials to be typed.
1“ Records services team” includes the following positions: Court Liaison Officer; Watch Clerk; Records Clerk; Exhibit Clerk;
Electronic File Disclosure Clerk; Police Services Clerk Typist.

Job Description - Police Services Clerk
Page 2 of 3
- Provides information relating to specified matters to internal and external contacts and agencies; tracks and

reports hours for fee recovery for reports issued or services provided.
**General Administrative Support**:

- Utilizes various electronic records/information management systems2 (including PRIME, CPIC, JUSTIN) to: query

and browse data; input data; route files as necessary for action or follow up; disclose results as required relative
to legislation.
- Performs photocopying, filing and related clerical tasks.
- Performs monthly review of the Keep of Prisoner report for data entry accuracy.
- Processes violation tickets.
- Prepares and maintains statistics, files and records relating to a variety of clerical functions.
- Maintains inventory of office supplies and materials.
- Refers non-routine matters to Police Records Services Coordinator or relevant RCMP personnel as necessary.
- Participates in problem-solving with other team members and provides solutions relating to records

management, workflow and/or any other matters that may arise.
- Maintains reference manual for position duties for backup personnel and provides in-house training, guidance,

and information pertaining to position duties as required.
- Performs other duties as assigned.

**Necessary Qualifications**

**Knowledge**:

- General knowledge of modern office procedures, records management, composition of letters and

customization of documents.
- General knowledge of WorkSafeBC regulations and safe work procedures.

**Skills**:

- Proficiency and accuracy in alphanumeric data entry, as demonstrated through testing.
- Excellent oral, listening and written skills.
- Excellent time management and organizational skills.
- Intermediate proficiency with MS Word and basic proficiency with MS Excel, as demonstrated through

testing.
- Familiar with the use of facsimile machine, photocopier and multi-line telephone switchboard.

**Abilities**:

- Ability to deal courteously, firmly, tactfully, and diplomatically with the public both on the phone and in

person while responding to a wide variety of complaints, problems, and circumstances.
- Ability to deal effectively with confrontational clients and remain calm during hostile or stressful

situations.
- Ability to exercise sustained periods of concentration to review, locate, analyze, extract, and edit data

from a wide variety of information sources.
- Ability to accurately transcribe, verbatim, oral statements from digital, audio and/or video re