Administrative Assistant, Investigative Services

**Administrative Assistant, Investigative Services (Temporary)**

**Waterloo Regional Police Service**

With more than 1000 sworn and civilian members, the Waterloo Regional Police Service (WRPS) requires an **Administrative Assistant, Investigative Services**. **The WRPS delivers exceptional police services to more than 575,000 residents. The Waterloo Region is a vital and prosperous community in Southern Ontario that offers the unique combination of a growing urban centre surrounded by four rural communities. You will work in a community proud of its diversity, and within an organization focused on its people.

As the **Administrative Assistant, Investigative Services**

**You Will**:

- Provide reception functions and answers the phones for the Investigative Services (IS) Units;
- Answer general inquiries in person and probes for additional information to identify where to refer the individual;
- Book meetings, rooms, and refreshment and travel arrangements when required;
- Photocopy, file, fax and scan documents; responsible for arranging the maintenance needs of the photocopier and fax machines;
- Order and maintain all office and photocopier supplies for both Investigative Services Units;
- Receive, sort, record, and distribute correspondence and mail;
- Type and prepare routine correspondence on behalf of the Unit staff, including memos, reports, directives, and letters that are directed to private citizens, other police agencies, and related organizations;
- Coordinate all file retention and off-site storage for the Division;
- Record, type, and disseminate minutes of meetings and perform the transcription of interviews as required;
- Assist in compiling budget, board reports, and annual reports, as requested;
- Reconcile and prepare purchase card documentation for the review and signature of senior staff;
- Coordinate and forward Unit staff vacation lists to the Finance branch and enter signed vacation in TAMS as required;
- Maintain the employee seniority list for each Branch;
- Maintain officer training files, including training dates, use of force requirements, and required courses;
- Maintain a list of contact numbers for call-out purposes and a list of equipment for members assigned to the Investigative Services Units;
- Enters E-roster information for the Investigative Services Units as required;
- Maintain spreadsheets to track and monitor related criminal investigation case record information and court-related documentation;
- Process FOI and Crown requests and track these requests as required;
- Perform duties as a Commissioner for Taking Affidavits as appointed by the Ministry of the Attorney General;
- Receive summonses and subpoenas from officers and Special Constables for swearing purposes;
- Track and compile any Unit related statistics as required;
- Update the Investigative Services Division Intranet Site as required;
- Perform the Intelligence component of the security clearance background check; and
- Perform other duties as required.

**You Have**:

- Proficient reading, writing, mathematical and communication skills are required, normally acquired through the attainment of an Ontario Secondary School Diploma or equivalent, as determined by the Ontario Ministry of Education;
- Minimum two (2) years’ of prior office administration experience is required, including file management, data entry, correspondence drafting, and minute taking;
- Demonstrated experience planning, scheduling, and coordinating logistics for meetings and travel arrangements;
- Strong communication skills to interact with internal members at all ranks and with individuals outside the police service;
- Excellent writing, proofreading, and attention to detail skills required to ensure correspondence and documentation is written accurately, professionally, and in a timely manner;
- Excellent time management and organizational skills required to prioritize multiple initiatives and re-adjust priorities in a fast-paced environment; and
- A valid Class “G” Driver’s license with no more than six (6) demerit points required to travel within and outside of the region.

**You Are**:

- Able to acquire knowledge of police computer networks and systems, such as ACIIS, iBASE, and NICHE ACL;
- Able to acquire knowledge of Waterloo Regional Police Service practices, policies, and procedures as well as related provincial and federal legislation;
- Able to acquire knowledge with police records file keeping, storage and query methods, the judicial system, and court related terminology;
- Able to meet Ministry of the Attorney General criteria for appointment as a Commissioner for Taking Affidavits;
- Able to anticipate and respond to the administrative and organizational needs of the Investigative Services Branches;
- Able to meet the testing and police security requirements and to maintain confidentiality; and
- Able to participate as an effective team member and to support and project values compatible with the organiza