Front Desk Reception

**Position Summary**

Please note this role offers a dual position opportunity, facilitating cross-training in both functions within the Records Unit and Information Desk. A successful applicant would be required to perform duties associated with both positions.

Reporting to the Records & Systems Manager, the Front Desk Reception Clerk position is responsible for the main switchboard, answering and responding to incoming emergency and non-emergency calls in a calm and efficient manner. The position is responsible for the reception area directing visitors to the appropriate department/person and taking reports not requiring police attendance. The position is responsible for procuring all pertinent information from callers and all other available resources and to complete reports/data entry with a high level of accuracy. The position will be required to monitor security cameras, and report problems/emergencies immediately to the watch commander or communications for action.

Reporting to the Records & Systems Manager, the Records Clerk 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.

**Company Bio**

In partnership with the community, Kingston Police serves, supports and protects the safety of everyone in the City of Kingston. With over 200 police officers and 100 civilian employees, we strive to establish Kingston Police as an exemplary organization by inspiring public confidence, professionalism, accountable policing, and increased safety demonstrated through trusting relationships with partner agencies and the diverse members of the Kingston community.

**Responsibilities**

Front Desk Reception
- Answer and route incoming calls and visitors to appropriate department/person providing assistance or advice as required
- Complete Incident Reports regarding crime or other matters reported by the public.
- Record all parolees and charged persons required to report to Police Headquarters and record changes in addresses
- Monitor security and report problems to Watch Commander
- Assist in the audit of court related documents at the front desk
- Process property items received at the desk, or left at the desk to be returned to owner
- Responsible for reception area building security, during working hours (i.e. control flow of public and access doors)
- Transcribing reports through the online reporting system (DORS)
- Commissioner of Oath duties
- Responsible for lock up of desk area (if required at any time).
- Communicate with patrol personnel via in-car computers
- Ensure that Supervisor is kept apprised of emergency calls, dangerous situations and unusual events
- Maintain bicycle pickup records
- Train and/or assist in training new Front Desk Reception personnel
- Maintain continuous contact with co-workers, other Kingston Police personnel, outside agencies and the public
- Other duties as assigned.

Record 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
- 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