Records Management Clerk

Position Summary:

Reporting to the Records Supervisor, the Records Management Clerk provides a wide variety of clerical and administrative support for the Peterborough Police Service as part of an overall Records Management Team, working cooperatively and collaboratively. 

Through generalist and specialized duties, Records Management Clerks will be expected to develop skills within their area of expertise, while maintaining knowledge and abilities to provide support to all positions in the Records Management Unit.

1. Utilize specialized software and database systems for data entry, retrieval and reporting purposes.
2. Organize and archive records in compliance with legal requirements and Service policies.
3. Respond to public, legal and law enforcement requests for records and information promptly and professionally.
4. Tracking of statistical information for reporting purposes.
5. Assist in training personnel on proper record-keeping procedures including use of CPIC and NICHE.
6. Obtain Commissioner of Oath designation

Specialized Duties and Responsibilities:

COURT VALIDATION:

1. Primary duty includes monitoring and maintaining court documents, court dockets and ICON docket proxy emails that are used Service wide.
2. Process and complete CPIC adds, modifications or removals as required for all court appearances and judgements, including POA cases, ensuring policies are adhered to and entries are current and correct. 
3. Review received court documents for accuracy, utilizing various digital systems such as NICHE, SCOPE, and ICON, and taking appropriate steps when they are found to be erroneous, including, but not limited to, correction, communication with external stake holders, and monitoring of relevant follow up.
4. Liaise with members of external stake holders, including but not limited to, MAG, the Crowns office, RCMP, Corrections, and other police agencies as required to ensure accuracy of documentation.
5. Provide release documents to the sign-in binder when applicable for officer review and enforcement purposes.
   
    

CPIC VALIDATION:

1. Accurately audit, verify and validate all CPIC records entered by Peterborough Police Service, except for Special Interest Person (SIP) and Surveillance entries. Category types include but are not limited to Accused, Court Action, Prohibitions, Wants, Property, Vehicles, Missing Persons, and Bodies. Task officers or units as required.
2. Maintain CPIC reference manual, Broadcasts and Bulletins per policy.
3. Communicate with partner agencies such as, but not limited to, probation and parole, jails, other police agencies and MAG pertaining to charges, probations, prohibitions, suspensions, updating orders and release dates for validation purposes.
4. Review and complete the monthly CPIC Purge List provided by the RCMP.
5. Review and complete the monthly CPIC Validation List provided by the RCMP using ICON, SCOPE, and NICHE to validate the CPIC entries to ensure that they are current and correct. 
   
    

GENERAL ENQUIRY:

1. Within the scope of the City By-Laws and Service policies, process new applications and renewals for license to operate a taxi, limo, TNC or tow truck in the City, until such time as this is taken over by the City of Peterborough. 

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2. Process Criminal Record Checks, including Vulnerable Sector screening when applicable, using Service approved software.  Deal with applicants in person, via email, and on the phone. Manage applications according to procedures to ensure they are processed in a timely manner.

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2. Liaise with and/or provide workshops/sessions with local school boards, college, university, and other local organizations to facilitate the exchange of information for Criminal Record Checks. 

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2. Receive, balance and secure revenues deposited in the point-of-sale system for the Service and prepare invoices for Ministry of Attorney General for prisoner escorts.

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2. The clerk designated to work in the Lakefield office will keep the Village of Lakefield Emergency Contacts-Keyholder list up to date with information provided by officers and assist with a variety of administrative functions as required including those performed by the ARU officers.

NICHE RMS VALIDATION:

1. Validate and UCR all incidents that are created in NICHE by this Service.

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2. Monthly review of open investigations and assignment of follow-up tasks to officers when stagnant investigations are located.  Assignment of tasks for completion of missing reports or information that is required for UCR purposes.

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2. Preparation of monthly and quarterly UCR Occurrence and All Violation reports.

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2. Complete 6-month and year-end data verifications of submitted UCR data as required by Statistics Canada, confirm accurate reporting of Hate Bias statistics, and provide monthly UCR data to Statistics Canada via secure Electronic File Transfer (EFT).

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2. Represent the Service at Ontario Police Technology Information Cooperative (OPTIC) Niche Enhancement Committee meetings and liaise with OPTIC to troubleshoot outages and issues that arise with the functionality of NICHE.

SWITCHBOARD/PAID DUTY:

1. Answer non-emergency incoming telephone inquiries, providing suitable information to callers, and redirecting any calls as required.

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2. Administration of paid duty assignments using Service approved software.
   
    
3. Administer the Verified Alarm Response Program.

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2. Accept bookings and maintain schedule for the Police Training room.

 Update and maintain the Master Employee List and General Police Forms.

WARRANTS:

1. Process and complete CPIC adds, modifications or removals as required for all warrant types including but not limited to Bench Warrants (including joint warrants held with OPP), MHA Forms, Warrant in the First Instance, Order for Committal, POA, DNA, Warrant of Committal on Conviction.
2. Update and maintain the electronic Warrant Book for tracking of issued/executed/rescinded warrants and providing statistical information as requested.
3. Notify the PPS Court Unit and MAG staff of warrant arrests, respond to PPS Court Office requests regarding FPS discrepancies and distribute CPIC message from outside agencies regarding warrant related matters.  Notify the PPS Court Unit of any wanted subjects admitted into custody at correctional institutions.
4. Complete notifications to outside agencies relating to deceased persons who have outstanding warrants and/or are currently before the courts.
5. Process Record Suspensions (granted or revoked) and seal charges and photographs as required, respond to public inquiries referencing Record Suspensions and maintain statistical information for yearly reporting purposes.

Perform other duties assigned, which are unplanned or of a transient nature.

Upon hire, members will apply for Commissioner of Oath designation and DRA/LRA designation. 

Skills Required:

• Demonstrates accuracy in keyboarding.
• Review and analyze information to maintain accuracy and integrity of processes.
• Excellent time management and organization skills with the ability to prioritize own work assignments to meet timelines.
• Excellent customer service skills and ability to work with others.
• Experience in an office setting; familiarity with the use of office equipment.

Education/Experience Required:

• Minimum Secondary School Graduation Diploma

Asset

• Training in Word, Excel, Access, Outlook, OSL, NICHE, CPIC, CPIC Web, CJIM, SCOPE, ICON, MTO, Paris, PIP/PSP, City of Peterborough POS (point of sale), record check software, paid duty software, alarm software

Annual Salary:  $61,122.00 Year 1

This is a new, vacant position with the Peterborough Police Service.

Please apply on-line with a detailed letter and resume outlining your experience and skills for this role: 

Additional information about our service and hiring process can be found on the web site:

The Peterborough Police Service strives to embrace the spirit of inclusion, diversity, equity and accessibility. We are an equal opportunity employer committed to building an inclusive and barrier-free environment. If contacted for an employment opportunity, please advise People Services if you require an accommodation.

The personal information submitted for employment is collected under the Freedom of Information and Protection of Privacy Act and will be used to determine eligibility for employment. We thank you for your application but advise that only those selected for an interview will be contacted.