Job position overview:

The Intelligence Administrative Assistant is responsible for the orderly operation of general duties
within their assigned Unit, as well as the efficient transfer of information and communications
received by the Thunder Bay Police Service.

Branch: Investigative Services
Unit: Intelligence
Reports to: Detective Sergeant – Intelligence
Pay scale: Level 5 to Level 8, $52,733.95 to $62,959.81
Competition # 44-2025
Working Hours: 5 on, 2 off schedule, consisting of 7-hour shifts between 0700-1700

General core competencies required to be successful in this position are:

1. Accountability and Excellence

• Firstly, align behaviours to organizational and ethical values of trust, integrity, leadership, inclusivity, and collaboration.
• Address others whose behaviours are contrary to TBPS values.
• Demonstrate required level of job‐related skill.
• Focus efforts on achieving standards of excellence through both continuous improvement and ongoing development.
• Comply with all relevant codes of conduct, policies, and procedures.
• Exercise self control, adaptability, and flexibility in stressful or difficult situations.
• Accept responsibility for own actions regardless of consequences.
• Respect the dignity, human rights, equity, diversity, and inclusion of others.

2. Decision Making

• Apply established guidelines and procedures to make informed decisions.
• Seek guidance as needed when the situation is unclear and involves the right people in the decision-making process.
• Consider consequences of decisions including the impact on others and the TBPS.
• Reach decisions that are consistent with established procedures and TBPS values.
• Assess the effectiveness of decisions and respond accordingly.

3. Interaction and Influence

• Promote team goals, share the workload, and assist others.
• Give credit and acknowledge contributions and efforts of peers.
• Treat others fairly, ethically, and with value — communicating openly and building trust.
• Effective written and verbal communication skills – clear, concise, and suited to others’ level of understanding.
• Demonstrate cooperation, collaboration, and consensusbuilding when working with others within or outside the TBPS.
• Ability to accept and act on constructive criticism.
• Also, effectively communicate using strategies to achieve common goals, influence, and gain support of others.

4. Social & Cultural Competency

• Demonstrate a professional, empathetic, and objective demeanour.
• Able to effectively interact, work and develop meaningful relationships with people of various ethnic, cultural, and social backgrounds.
• Recognize and respect diversity through communication and actions in all contexts.
• Show respect and openness towards someone whose ethnic, cultural, and social background is different from one’s own.
• Able to recognize and manage one’s own behaviours, moods, and impulses to create an inclusive, equitable and welcoming environment within the TBPS.
• Able to use one’s own experiences to relate to and work with all ethnic, cultural, and social groups.

5. Attention to Detail

• Pay close attention to details that are important to make ensure they are correct.
• Ensure accuracy and completeness of work.
• Spot inconsistencies or discrepancies that indicate problems with quality of work.
• Verify that work has been done according to applicable policies, procedures and standards

6. Information Management

• Use appropriate procedures to collect, organize, retrieve, maintain, and disseminate information.
• Demonstrate awareness of key types and sources of information needed to perform duties.
• Effectively use technology and/or systems to manage information pertinent to the position.
• Ensure appropriate security protection, storage, and maintenance of information.
• Respect confidentiality of information.
• Knowledge of computer applications pertinent to position.

7. Planning and Organizing

• Effectively Plan and organize work.
• Identify the importance of tasks and prioritize time accordingly to ensure completion of all tasks within time frame.
• Make effective use of available resources to meet work objectives.
• Monitor the attainment of objectives and/or quality of the work completed.

Summary of Essential Job Functions:

The Intelligence Administrative Assistant is responsible and accountable to the Detective
Sergeant – Intelligence for the efficient and timely performance of the assigned duties and
responsibilities. Specific responsibilities shall include but not be limited to:

• Creates, authorizes, and maintains project domains while applying various methods of access control within our Records Management System (RMS).
• Transcribes, enters, formats and/or links on the Records Management System (RMS) reports and data (received by the dictation system, hard copy, or other format) in relation to Intelligence investigations, projects, and Niche occurrences. Produces transcripts of audio and/or video interviews as required. Data entry and maintenance of Intelligence reports and projects onto the Criminal Intelligence Service Ontario (CISO) and the appropriate database.
• Responds to internal and external telephone and counter inquiries and provide information by accessing various records.
• Provide administrative support for Intelligence officers as a point of contact for other police agencies, lawyers, or the public.
• Operates C.P.I.C. to query or obtain information.
• Completes inquiries from police and non-police agencies relating to subjects on the TBPS RMS databases.
• Coordinates and conducts research for security checks on TBPS RMS databases, request OPP and RCMP queries as well as conduct open-source social media checks for TBPS building clearances and Courthouse security.
• Conducts reviews of social media posts related to criminal activity or public unrest as requested.
• Adheres and applies retention bylaw including reviewing, indexing, transferring, and destroying files.
• All other duties as assigned within the core competencies.

Qualifications:

• A graduate of post secondary education in Business Administration or equivalent field preferred.
• Minimum of six (6) months work-related experience in a Police or comparable environment dealing with highly confidential information.
• Demonstrated ability to communication in a clear and concise manner, including the ability to address issues in a professional and courteous manner.
• Excellent written and verbal communication skills, with a knowledge of English grammar, structure, and spelling.
• Expert proficiency in Microsoft Office and related software to an accomplished level, including Microsoft Word, Excel, and Adobe Acrobat.
• Proven ability for full keyboard operation with a minimum typing speed of 40 wpm.
• Ability to effectively prioritize and execute tasks in a high-pressured environment.
• Ability to react with appropriate level of urgency to situations that require quick response or turnaround.
• Ability to maintain an elevated level of integrity and discretion in handling confidential information.
• Demonstrated ability to promote a positive work environment, creating open dialogue and is approachable.

Working Conditions

• Required to work a dayshift on a Monday to Friday schedule, 35 hours per week.
• Frequent periods are spent standing or sitting in the same location with some opportunity to move about.
• Occasionally required to stoop or lift light material or equipment.
• Located in a comfortable indoor area. Conditions could produce mild discomfort such as moderate noise.
• Regular need to give close attention, either hearing or seeing, to what is happening.
• There is noticeable pressure from deadlines, production quotas, accuracy, or similar demands.

Tests and Assessments

Candidates may be subject to any of the following tests and assessments for this position.

• Application review
• Performance Appraisal review
• Disciplinary record review
• Testing
• Panel Interview