Records & Disclosure Supervisor

City of Richmond; Richmond; On-site; CAD 65,000 - 90,000; Full time

Job summary

City of Richmond seeks a Records and Disclosure Supervisor to oversee the Disclosure of Information and Records teams within the Richmond RCMP detachment. Reporting to the Manager, Support Services, this role runs a 24/7/365 essential operation and serves as PRIME Coordinator alternate, ensuring timely, accurate records and compliance.

Responsibilities include supervising staff, conducting audits, coordinating hiring and onboarding, liaising with internal and external stakeholders, preparing

Qualifications

• Completion of Grade 12 or equivalent plus one year or related courses such as Records Management, PRIME, CPIC, URS Scoring etc.
• A minimum two years' experience in supervising a records operation.
• A minimum of two years' experience in Records/File Review.

Responsibilities

• Supervise, assign work, mentor, review, train and coach team members of the Disclosure and Records teams.
• Conducts routine meetings with team; prepares minutes/notes for record-keeping.
• Conducts routine audits and reviews to ensure quality and compliance.
• Participate in the hiring and recruiting of employees; maintains onboarding, training and performance records of new hires.
• Process and maintain Records Suspensions and Non-Disclosure files.
• Oversees the management of operational files from creation to disposition.
• Manage PRIME Records Supervisor and other PRIME queues.
• Submit reports as requested by National and Divisional Headquarters.
• Assist in managing various PRIME products (CAD hazards, Flag Records, P&I files).
• Prepare schedule and ensure operational coverage.
• Maintain email proxies, manage workflow queues, issue logs.
• Oversee and responsible for the management of supply orders.
• Liaise daily with internal and external stakeholders on various issues.
• Perform other duties as assigned.

Skills

Criminal Code knowledge

ATIP & Privacy Act

URS Scoring knowledge

PRIME BC policy

Info management best practices

Supervisory leadership

Audit & quality assurance

Stakeholder communication

Security clearance eligible

Education

Grade 12 or equivalent

Records Management courses

CPIC / URS Scoring training

Job description

Reporting to the Manager, Support Services, this is a supervisory position that performs specialized technical and clerical work, supervises the Disclosure of Information team as well as a 24/7/365 essential operation in the Records section of the Richmond RCMP. This position will also be the PRIME Coordinator alternate. The Records and Disclosure Supervisor prepares, presents and maintains a variety of complex records, reports and correspondence; ensures that quality and service standards are met from the Detachment to the National level. The incumbent will also conduct orientation sessions, participate in hiring of staff, establish and maintain effective working relationships with internal and external stakeholders and other duties, as required.

Examples of key responsibilities include, but are not limited to:

• Supervise, assign work, mentor, review, train and coach team members of the Disclosure and Records teams.
• Conducts routine meetings with team; prepares minutes/notes for record-keeping.
• Conducts routine audits and reviews to ensure quality and compliance.
• Participate in the hiring and recruiting of employees; maintains onboarding, training and performance records of new hires.
• Process and maintain Records Suspensions and Non-Disclosure files.
• Oversees the management of operational files from creation to disposition.
• Manage PRIME Records Supervisor and other PRIME queues.
• Submit reports as requested by National and Divisional Headquarters.
• Assist in managing various PRIME products (CAD hazards, Flag Records, P&I files).
• Prepare schedule and ensure operational coverage.
• Maintain email proxies, manage workflow queues, issue logs.
• Oversee and responsible for the management of supply orders.
• Liaise daily with internal and external stakeholders on various issues.
• Perform other duties as assigned.

Knowledge, Skills & Abilities:

• Solid experience and strong knowledge of the Criminal Code of Canada, applicable Federal and Provincial Statutes, municipal bylaws, and RCMP policies and best practices
• Understanding of ATIP and Privacy Act best practices and the disclosure of information related to the work, departmental rules, regulations, policies, systems and procedures,
• Understanding of URS Scoring and PRIME BC policy, information management best practices.
• Ability to use both analytical and critical thinking skills to problem solve within established rules, regulations and policies.
• Ability to supervise, plan, assign, review, schedule, motivate and train and direct the work of a moderately sized group who work 24/7/365 engaged in various duties.
• Ability to conduct audits and reviews files to ensure completeness, quality assurance and compliance and service standards are met.
• Strong written and oral communication and the ability to communicate technical subject matter with internal and external stakeholders.
• Maintain professionalism and demonstrate courtesy and tact when interacting with internal and external stakeholders, clients, public and general business communities.
• Ability to obtain and maintain a relevant RCMP security clearance.

Qualifications and Experience:

• Completion of Grade 12 or equivalent plus one year or related courses such as Records Management, PRIME, CPIC, URS Scoring etc.
• A minimum two years' experience in supervising a records operation.
• A minimum of two years' experience in Records/File Review.

Working Conditions:

Ability to work in office; no hybrid work schedule option available