Administrative Coordinator

**Victoria Police Department**

**Administrative Coordinator - Executive Services**:
**Privacy and Legal Services - Victoria, British Columbia**

**POSITION**: Administrative Coordinator - Executive Services
**DEPARTMENT / DIVISION / SECTION**: Police / Executive Services

**Competition Number**: P13-24
**Date of Issue**: November 1/2024
**Closing Date: November 18/2024**
**Pay Group**: $35.81/hr - CUPE Pay Grade 8
**Number of Positions**: 1
**Duration**: Temporary Full-Time - Term Unknown
**Work Schedule**: Monday through Friday, 35 hours per week
**To Apply**: All submissions shall be sent electronically by 4:30pm on the above closing date and should include all qualifications and experience relevant to the position.

**POSITION FUNCTION**:
Perform a variety of administrative, research and disclosure functions in support of the Professional Standards Section and the Freedom of Information and Privacy Section within Executive Services.

**KEY DUTIES**:
Receive requests and research records, including information of a sensitive and confidential nature, in response to complaints from the Office of the Police Complaint Commissioner (OPCC), the Independent Investigations Office of BC (IIO) and the Office of the Information and Privacy Commissioner (OIPC).

Prepare transcriptions and drafts of confidential interview recordings including complainant, witness and police officer statements in relation to a complaint under the _Police Act_.

Research and process requests for video surveillance recordings from the internal CCTV system.

Manage, maintain and update files in the electronic databases for FOI, Civil Litigation and Professional Standards Section (PSS).

Receive and action requests including information of a sensitive and confidential nature, from the public, commercial entities, public bodies, professional bodies, other police agencies, and Federal agencies.

Research records, including information of a sensitive and confidential nature, in response to requests by searching police databases, archived files, the Justice Information System (JUSTIN) database, and liaising with the applicant, police officers and the records department.

Process simple informal/routine information requests by reviewing and providing records to authorized public bodies and other polices agencies under the applicable legislation such as the _Youth Criminal Justice Act_, _Motor Vehicle Act_ and information sharing protocols and prepare the appropriate response.

Assist with preparing PSS and Civil Litigation Board Reports.

Organize meetings, book conference rooms and ensure required IT equipment is available for PSS and Civil Litigation requirements.

Assist with Disciplinary Hearing as recording clerk.

Maintain schedules by updating time sheets for all staff in Executive Services.

Perform a variety of administrative functions including queries, filing, preparing letters, photocopying, collating, faxing, scanning and ordering office supplies.

Perform related duties where qualified.

**INDEPENDENCE**:
Work is generated by external requests for information.
Work is performed according to established procedures or assigned by supervisor and designated staff.
Problems involving deviations from established procedures are referred to supervisor.

**WORKING CONDITIONS**:
**Physical Effort**:
Sit with arms unsupported while keyboarding. (frequent)
Sit with arms unsupported while mousing. (often)
Lift and move heavy boxes. (rare)

**Mental Effort**:
Long periods of concentration for transcription and video recording extraction. (often)
Exposure to disturbing material and negative comments. (often)
Meeting multiple deadlines. (rare)

**Visual/Auditory Effort**:
Focus on a variety of source data and VDT for long periods. (frequent)
Listen to and summarize multiple-voice interview recordings. (often)

**Work Environment**:
Office.

**KEY SKILLS AND ABILITIES**:
Working level operation of Microsoft Suite
Communicate effectively verbally and in writing.
Sounds working knowledge of PRIME, CPIC, JUSTIN and DEMS.
Advanced experience in transcription and note-taking.
Deal with the public in a courteous and tactful manner.
Organize and prioritize work.
Maintain accurate records.
Familiarity with the _BC Police Act_ and _BC Freedom of Information and Protection of Privacy Act._
Establish and maintain effective working relationships.

**QUALIFICATIONS**:
**Formal Education, Training and Occupational Certification**:
High school graduation.
Secretarial course. (6 months)

**Experience**:
2 years of related experience or an equivalent combination of education and experience.

**OTHER**:
May be requested to substitute in a more senior position.
Required to obtain security and criminal record clearance.
Required to sign attestation of confidentiality.
This is a CUPE Local 50 Position.

Education : College, CEGEP or other non-university certificate or diploma from a program of 3 months to less than 1 year
Experience : 2 years to less than 3 years