Cape Breton Regional Municipality

Full-Time

Description

Position Title/Classification: Civilian Records Clerk
Department: Police
Location: Police Headquarters
Reporting to: Chief of Police or designate
Bargaining Unit: CUPE 933
Salary: $53,831

JOB SCOPE: The duties performed by individual civilian members of the records section will be more general than specific providing administrative support to the police service.  Each person must be able to perform each task and know how to accomplish each undertaking.  Individuals will be required to work in an environment where teamwork is an essential characteristic of the workforce.  This position requires daily interaction with the Police, general public, Justice Departments and Social Service Agencies.  Interpersonal communications skills are of vital importance.  This will ensure an effective and efficient operation.

MAIN FUNCTIONS:

• Prepare manual and electronic: legal documents and papers, forms, reports, statements and all documentation (handwritten, dictation, typed forms and documents) for Crown Attorney, Defense Attorney, and Police and as requested.
• Ability to collect, retrieve, sort, and distribute manual and digital files, forms, mail, faxes and documents based on priority and policy. Ability to sort files, forms and documents from various sources alphabetically, numerically, or in any prescribed order.
• Maintain various computerized applications including Niche, JEINS, and CPIC, according to established policy.
• Liaise with various sections within the Police Service and other agencies/services to ensure requests and tasks are organized and completed.
• Liaise with the public via phone and in person concerning record checks, parking tickets, pardon forms, fingerprints and freedom of information requests (FOIPOP). Also responsible for tracking court and officer imposed undertakings and other duties as requested.
• Collect, assemble, analyze, interpret and score various reports and forms.
• Enter all pertinent information from court dockets for file completion and other reports.
• Exposure to sensitive/confidential information.
• Ability to work under pressure and in stressful situations. 
• File and maintain receipts for all monies “transacted” through user fee service, traffic ticket operation and debit card transactions and ensure it is transferred to the Finance Department of the Cape Breton Regional Municipality.
• Respond to inquiries for information from civilian agencies including the legal profession and where applicable charge the user fees and maintain receipts of such transactions.
• Review the quality of reports submitted and when incomplete submit a task within the RMS (Records Management System – Niche) to complete.
• Assist all division case managers as requested.
• Alert management of deficiencies and initiate remedial correction as soon as possible.
• Participate in mandatory and qualifications programs and take additional training when required.
• May be required to attend court and keep records.
• Perform all duties in accordance with the philosophy of community and intelligence led Policing.
• Ability to interpret and apply departmental policy, regulations and procedures.
• Perform any other civilian related duties as assigned.
• Travel may be required to East Division – Glace Bay/New Waterford, 2 week rotation.
• Requests for insurance companies.

MINIMUM QUALIFICATIONS 

Education and Experience

• Grade 12 or GED equivalent.
• Graduation from a recognized Business/Secretarial program with two years secretarial experience or an equivalent combination of education and experience.
• Must possess and maintain a valid Nova Scotia Class 5 Drivers License.
• Medical assessments including but not limited to physical, vision, and hearing tests may be required. The assessments must show the capacity of performing tasks of the classification. 

Knowledge and Ability

• Must pass police security clearance.
• Knowledge of principles and process for providing customer service.
• Ability to communicate effectively both verbally and in writing.
• Ability to work with minimum supervision.
• Good organizational skills.
• Ability to prioritize work.
• Ability to transcribe tapes.
• Knowledge of current methods, techniques and procedures to operate an efficient office.
• Ability to multitask.

Please note: Criminal Records Check and polygraph verification are required as a condition of employment.

Location Information

Community

Sydney

County

Cape Breton Regional Municipality

Province

Nova Scotia

Country

Canada

Opportunity Information

Employer

Cape Breton Regional Municipality

NOC Code

General office support workers (14100)

Experience Required

No

Available Openings

—

Pay Type

Salary

Pay Period

Annually

Remuneration Per Pay Period

$53831.00 per year

Estimated Weekly Hours

—

Start Date

—

End Date

—

Language

English

Language Proficiency Level

Posted on

October 10th 2024

Expires

October 24th 2024