Administrative Assistant III

Grande Prairie Police Service; Grande Prairie; On-site; CAD 42,000 - 55,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

City of Grande Prairie Police Service is seeking an Administrative Support role within the Administrative Section to provide essential public service. You will manage records, CPIC entries, and disclosures, while delivering strong customer service to internal and external stakeholders.

The position supports a 37.5-hour work week and offers a competitive hourly rate, with comprehensive benefits. RCMP Enhanced Security Clearance is highly preferred for applicants.

Qualifications

• High School Diploma required.
• Business Administration Diploma or Office Admin Certificate preferred.
• Experience in a busy office and law enforcement environment is an asset.

Responsibilities

• Create tasks and flags in Records Management System.
• Add documents to CPIC and ensure accurate entries.
• Review CPIC entries for accuracy and proper personal information.
• Prepare and submit electronic and additional disclosures.
• Update Criminal Records in CJIM in real time.
• Prepare charge documents via JOIN.
• Maintain confidential files per policy.
• Data entry, validation, and quality control for records.
• Conduct audits and manage retention/disposal of records.
• Serve as main contact for public and stakeholders.

Skills

Teamwork

Communication

Interpersonal Skills

Work Standards

Reliability

Decision Making

Problem Solving

Initiative

Adaptability

Stress Tolerance

Education

High School Diploma

Business Administration Diploma or Office Administration Certificate

Tools

CPIC

JOIN

CJIM

Records Management System

Job description

The City of Grande Prairie is a vibrant, growing community located in the beautiful Peace Country region of Alberta. We are committed to providing exceptional public service and enhancing the quality of life for all residents. Grande Prairie is a great place to live, work, and play.

Position Responsibilities

Do you take pride in producing detailed work with excellence and ensuring accuracy the first time? Do you enjoy the challenge of managing high volumes of work while maintaining precision? Are you able to stay calm and focused in an environment where priorities can quickly shift from routine tasks to high-intensity situations?

The Grande Prairie Police Service Administrative Section provides essential support services to residents in a variety of capacities. This position plays a key role in assisting the public while also providing strong customer service to internal and external stakeholders.

Key Responsibilities

• Creating tasks and flags in the Records Management System.
• Adding documents, and lost or stolen articles to the Canadian Police Information Centre (CPIC).
• Reviewing all initial CPIC entries for accuracy, as per policy, and ensuring all personal information, charges, and conditions are accurate.
• Preparing and submitting electronic Disclosure and additional Disclosure packages.
• Update Criminal Records in real time using Criminal Justice Information Management system (CJIM).
• Preparing charge documents using the Justice Online Information Network (JOIN).
• Process, review, and maintain confidential files in accordance with organizational policies and procedures.
• Perform data entry, validation, and quality control to ensure accuracy and completeness of records.
• Conduct regular audits and ensure proper retention and disposal of records.
• Serve as the primary point of contact for the public and stakeholders, providing information and administrative support.
• Receive and document complaints and inquiries in a professional and timely manner.
• Prepare and process applications, forms, and official documentation.
• Provide fingerprinting services (electronic and ink) for civil purposes.
• Enter and maintain data in the Records Management System.
• Coordinate fleet-related activities, including scheduling maintenance, tracking usage, and managing equipment.
• Procure supplies and equipment, and maintain inventory of office resources.
• Process financial transactions, track expenses, and ensure accurate record keeping of purchases.
• Provide general administrative support as required.

Qualifications

• Possess a High School Diploma
• Business Administration Diploma or Office Administration Certificate from a recognized educational institution.
• An equivalent combination of education and experience working in a busy office environment may be considered.
• Additional assets would include previous employment in a law enforcement environment
• Current RCMP/Police Enhanced Security Clearance
• Experience with a Police Records Management System, the Canadian Police Information Centre (CPIC) and the Justice Online Network (JOIN).
• Preference may be given to those who already possess an RCMP/Police Enhanced Security Clearance, which is significantly more involved than a Police Information Check or a Criminal Record Check.

To excel at this position, you should possess the following competencies:

• Teamwork
• Communication
• Interpersonal Skills
• Work Standards (Verification and Accuracy)
• Reliability
• Decision Making
• Problem Solving
• Initiative
• Adaptability
• Stress Tolerance

Hours

The standard workweek consists of an average of 37.5 hours, with the specific schedule being determined by the immediate supervisor.

Compensation

Salary range $30.63 - $39.62 per hour as per the Out-of-Scope Agreement.

Benefits

• Comprehensive benefits package. What We Offer | City of Grande Prairie (cityofgp.com)

Diversity & Inclusion

The City of Grande Prairie is committed to building and sustaining an inclusive work environment composed of individuals with unique experiences, perspectives, talents, and contributions who welcome, support, respect and value all members of the community.