The Central Records Clerk 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: Operational Support
Unit: Central Records
Reports to: Central Records Supervisor
Pay scale: Level 5 to Level 8 ($65,185.16 to $77,825.54)
Working hours: 5 on, 2 off schedule, consisting of 8-hour shifts between the hours of 0700 and 1700

The Central Records Clerk is responsible and accountable to the Central Records Supervisor for the efficient and timely performance of the assigned duties and responsibilities. Specific responsibilities shall include, but not be limited to:

• Transcribes, enters, formats and/or links on the Records Management System (RMS) reports and data received by dictation system, hard copy (e.g. police reports, etc.) or other format.
• Review and evaluate received reports and documents to update and maintain Niche (RMS) data.
• Prepare and assemble relative documents for all charge files (Bail Court, Futures and Warrant Requests) and create police issued release orders.
• Liaise with Officers, Watch Commanders, Special Constables and Court Services to verify the accuracy of file documentation ensuring the integrity of Niche RMS data.
• Classify minor incidents adhering to Statistics Canada and internal policies.
• Process requests for motor vehicle accident statements and insurance reports pursuant to Law Enforcement and Records (Managers) Network (LEARN) guidelines and legislation.
• Conduct C.P.I.C. queries and send C.P.I.C. messages to obtain and update information for custody files.
• Responds to internal and external telephone and counter inquiries and provides information by accessing various records (e.g. insurance companies, law firms, other police services, etc.).
• Types correspondence, prepares special projects, insurance queries, etc. and other tasks for the Records Manager.
• Maintains, processes, and files records, forms, and lists (e.g. MVC, CD files, noncomputerized reports, court requests, criminal records etc.).
• Applies retention bylaw including reviewing, indexing, transferring and destroying files.
• All other duties as assigned within the core competencies.

Required Qualifications:

• Secondary School diploma.
• 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.
• Demonstrated knowledge of computers with a proficiency with Microsoft Windows.
• Proven ability for full keyboard operation with a minimum typing speed of 50 wpm.
• Proficient in the operation of office equipment such as multi-functional computer dispatching software, and multi-functional telephone set.
• Demonstrated ability to promote a positive work environment, creating open dialogue and is approachable.

Working Conditions:

• Required to work a 24/7 shift schedule consisting of a schedule of 2 days on, 2 nights on, 4 days off, to meet operational requirements of the unit.
• 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.
• Work and environment are very repetitious/unchanging.
• There is noticeable pressure from deadlines, production quotas, accuracy, or similar demands.

More Info

To find out more details about this position, visit the TBPS Careers webpage to view the complete job description.

Application Instructions:

We invite qualified applicants to submit both a cover letter and a resume, referencing the competition number, electronically to recruitment@thunderbaypolice.ca. Alternatively, you may send your application by mail to Human Resources, Thunder Bay Police Service, 1200 Balmoral Street, Thunder Bay, ON, P7B 5Z5.

Moreover, we are an equal opportunity employer and encourage diversity in our workplace. Consequently, accommodation is available for applicants with a disability.

We thank all applicants for their interest. However, only those candidates whom we select for an interview will receive contact from us.