Administrative Assistant 3 - Records

City of Saint John; New Brunswick; On-site; CAD 51,000 - 56,000; Full time

Job summary

The City of Saint John is seeking a permanent Administrative Assistant to support the Records Unit under the Information Services Coordinator. The role involves preparing condensed police reports for external clients and submissions to Statistics Canada, using standard office software and strict accuracy.

You will handle data, maintain files, respond to inquiries, and assist with annual Statistics Canada audits.

Qualifications

• Proficiency in Microsoft Office Systems and general office equipment.
• Strong organization skills.
• High attention to detail.
• Approved SaintJohnPolice Force security clearance.

Responsibilities

• Provides synopsis of police incident reports to appropriate agency, i.e. county jail and Parole Board
• Prepares summary statements for insurance companies regarding police reports
• Composes a variety of correspondence with other government agencies such as Statistics Canada and Parole Board of Canada
• Identifies and corrects audit errors in the records management system
• Files and maintains police records
• Responds to internal/external inquiries
• Retrieves files and warrants for police personnel
• Opens, sorts, and distributes mail
• Compiles data and prepares crime incident statistics reports for Statistics Canada
• Reviews and purges files in accordance with CPIC expiry dates
• Archives files
• Acts as a back-up for other Administrative Assistants in the Records Unit, on an as-required basis
• Performs general office duties as required including keyboarding and photocopying
• Liaise with staff regarding the information required for Statistics Canada
• Performs an annual audit for Statistics Canada

Skills

Microsoft Office

Organization

Attention to detail

Records management

Education

Community college diploma in Office Administration

University Business Certificate

Job description

Competition number: PF 26-017

Salary: $51,126.00 - $56,149.00/Year Job Type: Permanent Full Time Closing Date: November 5, 2026

Position Overview:

Under the general supervision of the Information Services Coordinator, this permanent position is responsible for submissions of reports to Statistics Canada and the provision of condensed police reports for external clients.

JOB DUTIES AND RESPONSIBILITIES

• Provides synopsis of police incident reports to appropriate agency, i.e. county jail and Parole Board
• Prepares summary statements for insurance companies regarding police reports
• Composes a variety of correspondence with other government agencies such as Statistics Canada and Parole Board of Canada
• Identifies and corrects audit errors in the records management system
• Files and maintains police records
• Responds to internal/external inquiries
• Retrieves files and warrants for police personnel
• Opens, sorts, and distributes mail
• Compiles data and prepares crime incident statistics reports for Statistics Canada
• Reviews and purges files in accordance with CPIC expiry dates
• Archives files
• Acts as a back-up for other Administrative Assistants in the Records Unit, on an as-required basis
• Performs general office duties as required including keyboarding and photocopying
• Liaise with staff regarding the information required for Statistics Canada
• Performs an annual audit for Statistics Canada

Essential Qualifications:

• Proficiency in Microsoft Office Systems and general office equipment
• Strong organization skills
• High attention to detail
• Approved SaintJohnPolice Force security clearance

EDUCATION/EXPERIENCE:

• A community college diploma in Office Administration, a university Business Certificate 1 or an equivalent program.