Administrative Assistant III

City of Grande Prairie; Grande Prairie; On-site; CAD 43,000 - 54,000; Full time

Benefits offered by this job

Comprehensive benefits

Job summary

City of Grande Prairie is seeking an Administrative III to join the GPPS - Policing Support Department. The role focuses on accurate data entry, records management, and public-facing administrative support in a busy police environment.

Responsibilities include managing CPIC/JOIN tasks, disclosures, and fingerprinting services, with a comprehensive benefits package and a strong emphasis on accuracy and confidentiality.

Qualifications

• High School Diploma or equivalent required.
• Business Administration Diploma or Office Administration Certificate from an approved program.
• Equivalent combination of education and experience considered for busy-office environments.
• Prior law enforcement exposure and RCMP/Police Enhanced Security Clearance preferred.
• Experience with Police Records Management System, CPIC and JOIN.
• RCMP/Police Enhanced Security Clearance preferred due to role sensitivity.

Responsibilities

• Create tasks and flags in Records Management System.
• Add documents and CPIC entries for lost or stolen articles.
• Review CPIC entries for accuracy and policy compliance.
• Prepare and submit electronic Disclosure packages.
• Update Criminal Records using CJIM in real time.
• Prepare charge documents via JOIN and related forms.
• Maintain confidential files per policy and dispose of records properly.
• Enter and maintain data in Records Management System; conduct audits.
• Serve as primary contact for public and stakeholders; handle inquiries.
• Process applications, forms and official documentation.
• Provide fingerprinting services (electronic and ink).
• Coordinate fleet maintenance and equipment usage; manage inventory.
• Process financial transactions and track purchases.

Skills

Teamwork

Communication

Interpersonal Skills

Work Standards

Reliability

Decision Making

Problem Solving

Initiative

Adaptability

Stress Tolerance

Education

High School Diploma

Business Administration Diploma

Office Administration Certificate

Equivalent Experience

Tools

CPIC

JOIN

CJIM

Job description

Our GPPS - Policing Support Department islooking for a dedicated Administrative III to join the team.

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. WhatWe 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.

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.

Toefficiently manage the high volume of applications we receive for each jobposting, we are unable to address job-specific inquiries prior to the interviewstage. However, if you progress to the job interview stage, we will gladly answerany questions you may have.