Operational Records Clerk – Police

Job Description:

NATURE OF WORK: Provides general administrative support and custodial monitoring of information, as required within the Police Reporting and Occurrence System (P.R.O.S.), Canadian Police Information Centre (C.P.I.C.), Automated Criminal Intelligence Information System (A.C.I.I.S.) and i2.

This job description reflects the general details considered necessary to describe the principal functions of the job identified and shall not be construed as a detailed description of all the work requirements that may be inherent in such classification.

The confidentiality of City affairs shall always be respected and practiced.

ORGANIZATIONAL RELATIONSHIPS:
• Reports directly to the Chief of Police – reporting through the Coordinator of Telecommunications.
• Works closely with all members of Charlottetown Police Services.
• Develops and maintains working relationships with members of Council, departmental managers, supervisors, and all City employees to provide support to Charlottetown Police Services.
• Develops and maintains relationships with service providers, external agencies, community partners, consultants, and associated professional groups.
• Deals with the public with integrity and in a professional and courteous manner.

PRIMARY FUNCTIONS AND ACCOUNTABILITIES:
• Monitors occurrence reports entered into P.R.O.S. by investigators and verify accuracy of information. Corrects information where required.
• Merges, corrects, deletes, cancels, and/or changes criminal intelligence information to ensure consistency and accuracy.
• Inputs/Queries/Browses Police Information Retrieval System (PIRS) for information/requests.
• Assists in the processing of applications for taxi licenses and public record inquires.
• Ensures CPIC information is updated and accurate.
• Ensures filing system maintained and updated as required.
• Responds to and requests information and/or verifications from insurance company inquiries on motor vehicle accident reports.
• General office duties, providing clerical support to departmental personnel with typing, photocopying, mail, etc.
• Provides support to the Administrative Assistant with the answering of administrative phone lines when required.
• Provides administrative support, as may be required, with respect to Query/Input/Modification functions to A.C.I.I.S., C.P.I.C., AND i2.
• May have a rotational assignment to provide secretarial/clerical duties to the Major Crime/Street Crime.
• Performs other related duties, responsibilities and functions as may be assigned.

REQUIRED COMPETENCIES:
• Advanced Microsoft Office skills, typing with advanced word processing features, and thorough knowledge of office equipment.
• Highly independent, able to operate without clear guidelines/requests from clients and ability to identify the appropriate technical device(s) for different scenarios.
• Knowledge of CPS policies, regulations, and operations to complete the assigned work would be an asset.
• Knowledge of PROS Records Management System would be an asset.
• Ability to establish and maintain communications both internally and externally.
• Ability to interpret and apply criminal law, the laws of the province and municipal bylaws, current applicable case law, legal and evidentiary rules and procedures, department policy, regulations and procedures, current investigative techniques, methods, and procedures.
• Ability to deal with challenging situations which may cause stress.
• Excellent judgement and the ability to handle highly sensitive and confidential data and situations with tact, professionalism, and discretion.
• Advanced organizational and time management skills to meet frequent and aggressive deadlines.
• Ability to grasp concepts, methodologies and approaches quickly and can develop and implement them effectively.
• As a committed member of the City of Charlottetown team, the Operational Records Clerk will act as a positive role model for all employees throughout the organization.
• Ability to work overtime on occasion to accommodate evening meetings and events

REQUIRED QUALIFICATIONS:
• Grade 12 or equivalent.
• Two (2) years of relevant post-secondary course work from a recognized Administrative or information technology training program.
• Experience in the use of the Police Information Retrieval System (PIRS), Police Reporting and Occurrence System (P.R.O.S.) and the Canadian Police Information Centre (C.P.I.C.), Automated Criminal Intelligence Information System (A.C.I.I.S.) and i2 would be an asset.
• An equivalent combination of education and experience may be considered.

Tagged as: 14100