Police Records Clerk

City of Richmond; Richmond; On-site; CAD 45,000 - 55,000; Full time

Job summary

A government entity in Richmond is seeking a Records Clerk to manage various records systems and support police functions. The ideal candidate should have experience in a Police Department, knowledge of PRIME software, and the ability to work under pressure. This role requires maintaining confidentiality and effective communication with stakeholders. The position involves working non-standard hours in a 24/7 operation.

Qualifications

• A minimum of one (1) year of related experience in a Police Department.
• Ability to obtain and maintain an RCMP Enhanced Security Clearance.
• Working knowledge of the Criminal Code of Canada.

Responsibilities

• Retrieve and maintain records for various RCMP teams.
• Provide Records Front Counter service to stakeholders.
• Manage incoming and outgoing files using the Records tracking system.

Skills

Knowledge of Prime software

Ability to maintain confidentiality

Effective communication skills

Ability to multi-task under pressure

Basic math skills

Education

Completion of Grade 12 or equivalent

Coursework in typing, PRIME, CPIC

Tools

MS Outlook

MS Word

MS Excel

Job description

Overview

This clerical role involves some variety and complexity in maintaining various records systems including, but not limited to, utilizing the Police Records Information Management System (PRIME) and other police related electronic data systems as required. This role provides essential services to the Detachment and will be required to work non-standard hours, in a 24/7/365 operation.

Responsibilities

• Retrieve and put away files daily and as required, for various RCMP teams.
• Retrieve, prepare, review, process, distribute, scan, store and maintain a variety of physical and electronic records, reports and related material as well as provide information regarding file content to internal and external stakeholders.
• Responsible for creating records and conducting initial reviews of files and conclusion of some file types.
• Manage and track all incoming and outgoing hard copy and digital files into the Records tracking system and filed back into the appropriate Records filing system.
• Provide Records Front Counter and phone service to RCMP members, staff and stakeholders, as required.
• Extensive use of PRIME system to perform daily functions such as maintaining and reviewing various essential PRIME queues from creation, conclusion and eventual disposition.
• Provide break coverage for other Police Records Clerks, and other positions, as required.
• Responsible for the ordering, receiving and organizing supplies for the Unit.
• Other administrative duties, as required.

Knowledge, Skills & Abilities

• Sound knowledge of the rules, regulations, policies and procedures governing the work performed.
• Sound knowledge of the methods, practices and procedures used in operating PRIME software, the UCR code system applicable to the Criminal Code of Canada and other applicable federal and provincial statutes enforced by the RCMP.
• Sound knowledge of basic archiving, clerical and record keeping methods and procedures.
• Sound working knowledge of business English, spelling, numeracy and basic math.
• Working knowledge of the Criminal Code of Canada and other applicable federal and provincial statues enforced by the RCMP.
• Ability to read occurrence files to determine circumstances surrounding and nature of occurrence.
• Ability to determine offences reportable to Statistics Canada and to assign and record UCR codes according to prescribed rules, and to produce a variety of statistical reports on a regular basis.
• Ability to review file documents to ensure that all required information is recorded and to notify investigating member when file is deficient or to make corrections as required.
• Ability to operate PRIME software, an asset.
• Ability to operate fax machines, printers and perform related clerical work.
• Ability to use corporate software applications effectively at a basic to intermediate skill level including: MS Outlook, Word, and Excel.
• Ability to prepare, to process, to scan, to pull and put away files in the correct sequence and to maintain a variety of materials such as files, records and reports.
• Ability to maintain confidentiality, maintain effective working relationships and to deal effectively with a variety of internal and external contacts, in matters applicable to the work.
• Ability to effectively multi task, work well under pressure and deal with stressful situations with professionalism.
• Ability to obtain and maintain an RCMP Enhanced Security Clearance

Qualifications and Experience

• Completion of Grade 12 or equivalent supplemented by course work in typing, PRIME and CPIC.
• A minimum of one (1) year of related experience preferably in a Police Department.
• An equivalent combination of education, training and experience may be considered.

Working Conditions

• Duties are performed in an office environment with frequent interruptions and distractions.
• Requires visual effort and mental concentration, work requires a degree of physical effort such as: standing, lifting, stooping, bending, reaching and sitting for long periods of time.
• Ability to lift boxes up to 22 lbs, when required
• May require the use of a step ladder, as needed.