Police Services Clerk - Jobs in Campbell River, BC

Job Description

General Accountability:Purpose and ScopeReporting to the RCMP Municipal Manager, the incumbent provides a wide variety of clerical and administrativesupport for the Campbell River RCMP detachment. Primary responsibilities include front counter/reception,information and transcription services.The incumbent works as part of an overall records services team1, led by Police Record Services Coordinators.Working cooperatively and collaboratively, the incumbent is expected to participate as a member of the recordsservices team and provide solutions to problems relating to records management, workflow, and any other mattersthat may arise.Nature and Scope of WorkFront Counter/Customer Service:

• Performs reception duties and addresses complaints, inquiries and other matters received over the phone or at

the counter; where required, refers matters to the appropriate contact.

• Receives, obtains and/or clarifies information; creates police files requiring dispatch; transfers all emergency calls

to the Courtenay OCC.

• Provides wide variety of information and assistance to the general public in identifying and interpreting offences

and infractions as related to municipal bylaws, and/or provincial/federal regulations within prescribed limits.

• Receives and processes a variety of applications including: police information checks, criminal record searches,

police certificates, liquor licenses, and various permits.

• Takes non-criminal fingerprints digitally and in ink for various applications.

• Receives lost or found property at the counter; creates police file; documents all particulars; updates records; and

ensures correct handling procedures are followed.

• Physically inspects vehicles for compliance with minor ticketed requirements.

• Receives and records fees collected for permits, applications, and any other fees for service; maintains front

counter cash float; prepares daily cash reconciliation.

• Prepares, processes and/or receives incoming/outgoing mail and courier services.

• Provides access to the RCMP detachment to authorized visitors by documenting and issuing visitor identification

tags and arranging for escort.

• Serves legal documents as required.

Transcription:

• Prioritizes and accurately transcribes from digital recording, electronic file (e.g. audio and video), copy, or rough

draft a variety of materials such as investigations statements, correspondence, records and reports; checks andcorrects grammatical and spelling errors in materials to be typed.1“ Records services team” includes the following positions: Court Liaison Officer; Watch Clerk; Records Clerk; Exhibit Clerk;Electronic File Disclosure Clerk; Police Services Clerk Typist.Job Description – Police Services ClerkPage 2 of 3

• Provides information relating to specified matters to internal and external contacts and agencies; tracks and

reports hours for fee recovery for reports issued or services provided.General Administrative Support:

• Utilizes various electronic records/information management systems2 (including PRIME, CPIC, JUSTIN) to: query

and browse data; input data; route files as necessary for action or follow up; disclose results as required relativeto legislation.

• Performs photocopying, filing and related clerical tasks.

• Performs monthly review of the Keep of Prisoner report for data entry accuracy.

• Processes violation tickets.

• Prepares and maintains statistics, files and records relating to a variety of clerical functions.

• Maintains inventory of office supplies and materials.

• Refers non-routine matters to Police Records Services Coordinator or relevant RCMP personnel as necessary.

• Participates in problem-solving with other team members and provides solutions relating to records

management, workflow and/or any other matters that may arise.

• Maintains reference manual for position duties for backup personnel and provides in-house training, guidance,

and information pertaining to position duties as required.

• Performs other duties as assigned.

Necessary QualificationsKnowledge:

• General knowledge of modern office procedures, records management, composition of letters and

customization of documents.

• General knowledge of WorkSafeBC regulations and safe work procedures.

Skills:

• Proficiency and accuracy in alphanumeric data entry, as demonstrated through testing.

• Excellent oral, listening and written skills.

• Excellent time management and organizational skills.

• Intermediate proficiency with MS Word and basic proficiency with MS Excel, as demonstrated through

testing.

• Proficiency with computers and using the internet and email system.

• Familiar with the use of facsimile machine, photocopier and multi-line telephone switchboard.

Abilities:

• Ability to deal courteously, firmly, tactfully, and diplomatically with the public both on the phone and in

person while responding to a wide variety of complaints, problems, and circumstances.

• Ability to deal effectively with confrontational clients and remain calm during hostile or stressful

situations.

• Ability to exercise sustained periods of concentration to review, locate, analyze, extract, and edit data

from a wide variety of information sources.

• Ability to accurately transcribe, verbatim, oral statements from digital, audio and/or video recordings, as

demonstrated through testing.

• Ability to consistently deliver work of a high degree of accuracy, quality, and attention to detail, as

demonstrated through testing.

• Ability to prioritize tasks without supervision while working with a high volume of inquiries, continuous

interruptions, and changing priorities.

• Ability to deal with radio calls, audio and video recordings, documents, information, and material of an

extremely disturbing and graphic nature.

• Ability to maintain confidentiality.

2 “electronic records/information management systems”: Police Records Information Management Environment (PRIME); CanadianPolice Information Centre (CPIC); Justice Information System (JUSTIN)Job Description – Police Services ClerkPage 3 of 3

• Ability to establish and maintain effective working relationships with a wide variety of internal and

external contacts.

• Ability to work within and contribute to a proactive team environment and provide solutions to

problems.

• Ability and willingness to contribute to maintaining a respectful, safe and supportive work environment

that embraces diversity, along with treating everyone with courtesy, dignity and fairness.

• Ability to pass and maintain RCMP Secret Security Screening.

• Ability to be designated a Special Constable status under the British Columbia Police Act.

• Ability to successfully complete and pass all required courses offered on the job (eg. RCMP mandated

courses).Education:

• Grade 12 or equivalent.

Experience:

• Minimum of three (3) years’ previous office administration experience including switchboard and

reception experience.Preferred Criteria (External Only)

• Previous experience working in a police environment.

• Previous transcription experience.

Unusual Working Conditions

• Full-time Incumbents will work on a rotational basis (eg. bi-weekly) performing front counter and

transcription duties. Notwithstanding, the incumbent performing transcription duties will provide backup to front counter as and when needed.

• Exposure to information and material of an extremely disturbing and graphic nature.

• Note: Current, active RCMP Secret Security Screening is required for long-term auxiliary postings.

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