Page 1 of 6 Position Code #P Records Services Records & Archives ASSOCIATION: Civilian LOCATION: Headquarters

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1 Page 1 of 6 Position Code #P10142 POSITION TITLE: Records Clerk, DEPT./DIV.: Support Services Criminal REPORTS TO: Assistant Manager, BRANCH: Records Services Records & Archives ASSOCIATION: Civilian LOCATION: Headquarters GRADE LEVEL: C DATE UPDATED: Dec. 31/03 HOURS OF WORK: 35 hrs/wk Mon-Fri Day Shift GENERAL PURPOSE: To maintain criminal records within the Records Services Branch. MAJOR RESPONSIBILITIES: Sets up, reviews, updates and maintains adult and young person criminal files on all persons charged by this police service. Checks for duplication of files, updates histories upon completion in court and updates appeal records and court dispositions. Queries the computerized police Records Management System (RMS) and the Canadian Police Information Centre (CPIC) and the Niche Digitalized Mugshot systems to prepare files for court. Updates adult and young person C-216 fingerprints and adds to file for court. Receives copies of Informations daily from the Secretary, Court Case Management; checks for serious violent offender designations and updates files immediately; transfers information to C-216 forms. Does daily purges of withdrawn, dismissed and acquitted entries to comply with two-month non-disclosure (expiry) dates. Updates, reviews, maintains and purges approximately 200 expired histories monthly from criminal record files in accordance with the Criminal Code, Youth Criminal Justice Act, Criminal Records Act, pardon procedures, and the WRPS Records Retention Bylaw. Updates local files regarding breach of conditional sentence hearings and young person reviews of dispositions, termination of probation orders, variations of probation orders, appealed cases (whether upheld, reduced, increased or varied), and notifies RCMP HQ Ottawa of any changes to dispositions as soon as possible. Merges young person files with Adult files when a person has been convicted of their first adult offence. Prints off monthly purge report from RMS for purging and then forwards listing of purged files to the Manager of Records & Archives, and the Forensic Identification Branch. Responds to CPIC messages from RCMP HQ Ottawa in regards to disposition queries to clarify proper section numbers of requesting copies of court Informations and/or Probation Orders, and prepares standardized letters for signature of the supervisor. Initiates Criminal Injuries files by forwarding questionnaires to officers to meet 30-day turnaround time.

2 Page 2 of 6 Position Code #P10142 Searches various sources for information and corresponds with the RCMP and other police services, the National Parole Board, Family & Children s Services, Correctional Services, Probation and Parole with respect to fingerprint numbers, to locate people and to share related information. Answers telephones as required; takes messages and forwards calls as directed. Receives correspondence, phone calls and inquiries from WRPS staff, the Crown Attorney s Office, the public, Probation and Parole, the RCMP, Immigration, courts, Detention Centres, National Parole Board, Criminal Injuries Compensation Board, lawyers, insurance companies and responds to numerous questions about fingerprint destruction, pardons, criminal files, minor charges, or provides related routine documentation and information. Refers unusual requests or serious offence requests to supervisor for review. Informs Forensic Identification Branch of withdrawn, acquitted and dismissed cases. Sends CPIC Operators copies of paperwork relating to withdrawn/dismissed family violence offenders for Special Interest Police (SIP) entries, including Adult Diversion Offender. Enters data from the Forensic Identification Branch, the RCMP Identification Branch, and the Courts into the local Police Regionalized Information Data Entry (PRIDE) criminal files. Cross references various sources of information to ensure proper dispositions are linked to C- 216 forms prior to submission to RCMP HQ Ottawa. Checks, cross-references and confirms dispositions on police dockets with those from courts; contacts appropriate persons regarding corrections of charges and dispositions and follows up with affected agencies such as courts and Detention Centres. Uses the Integrated Court Offences Network (ICON) to assist in confirming court dispositions, clarify discrepancies and to match ICON information with hard copies of the court Informations, Probation Orders and jail papers. Forwards copies of completed ICON dockets to Evidence Management. Regularly contacts the Crown Attorney s office to review dispositions, upcoming cases and forwards Crown Briefs for reviews; maintains records of all incidents on recurring basis. Maintains and updates pardon and deceased files and notifies courts and the RCMP. Notifies Forensic Identification to retrieve photo packs; seals and files with Pardoned and Partial Pardoned files, which are maintained separately from active criminal files. Re-activates and re-adds all Revocation and Cessation pardon files when individuals are convicted of new offences. Advises Records Clerk, Charges of Prohibitions Orders and Peace Bonds for entry onto the CPIC system so that chase letters can be sent to courts requesting requirement documents. Photocopies documents, files and sends faxes. Receives, sorts, records and distributes internal and external correspondence as directed.

3 Page 3 of 6 Position Code #P10142 Provides occasional relief for other Records Services Branch staff. Occasionally trains new staff. May occasionally appear in court as a police services branch representative with subpoenaed documentation. Performs other related duties as assigned. RESPONSIBILITIES FOR MATERIAL/FINANCIAL RESOURCES: Ensures that a personal computer used for own work is maintained in good working condition. Maintains and controls all adult and young person criminal files, including a sign-out book. NATURE & IMPACT OF ERROR: Errors in the collation of Crown Briefs, Warrants, or in querying computerized and hard data and in typing of Charge Dispositions may result in incorrect information being added to related documentation and the disclosure of incorrect information. Errors in maintaining hard copy files of criminal records may result in delays or misplacing of information. RESPONSIBILITY FOR SUPERVISION OF STAFF & OTHERS: The incumbent has no formal responsibilities for supervision of staff and others. Provides information and assistance to Clerks working shifts in Criminal Records. Provides practical guidance to new staff within the Branch who are unfamiliar with criminal record paper flow processes and court related procedures and documentation. Provides basic information to WRPS personnel and the public on resources and information available within the branch. Explains criminal records statements and procedures, pardon application procedures, young person vs. adult offender records, and Warrant and Charge information in response to queries from the public, Immigration, Crown s Office, Probation and Parole officers and RCMP HQ Ottawa and other police agencies. CONTACTS & HUMAN RELATIONS: Internal: Receives regular direction and guidance from the Manager of Records & Archives and Assistant Managers of Records & Archives. Has daily contact with Forensic Identification Branch staff, other Records Services Branch staff, and police and civilian members. Has frequent contact with the Seized Property/ Evidence Management Branch. Has regular contact with court staff. Has infrequent contact with ViCLAS, special constables, and court members. Contacts are in person, by phone, , fax, or mobile data terminal to answer queries, provide information, make corrections, follow-up and update charge and disposition information. External: Has daily contact with staff from the Crown Attorney s office to provide information required for Show Causes, serious violent offenders and other procedures. Provides explanations to the

4 Page 4 of 6 Position Code #P10142 public in person and by phone regarding charges or to refer callers to appropriate staff. Has frequent contact with the RCMP, regular contact with courts, weekly contact with Immigration, intermittent contact with Criminal Injuries Compensation Board, sporadic contact with lawyers, infrequent contact with Probation and Parole, the National Parole Board, Detention Centres, accused, and parents of young persons, and rare contact with insurance companies, EFFORT (Mental/Physical): Applies well-defined guidelines and Records Branch procedures regarding the requirements of the Criminal Records Act, the Youth Criminal Justice Act, CPIC Rules, Regulations and Policies Reference Manual, and the Records Branch RMS & Dictation Manual to perform data entry and job functions. Receives work assignments from the Manager of Records Services & the Assistant Manager of Records & Archives. Refers non-routine queries to supervisor. Follows set procedures to plan daily activities to access information from various sources to locate, verify and respond to receipt of updated criminal record file occurrences, charges, dispositions and court documentation; generates and data enters criminal occurrences, follows up on corrections and supplemental reports and documentation to meet court and identification print dates. Does daily purging of withdrawn, dismissed and acquitted entries in accordance with the Youth Criminal Justice Act. Checks court informations daily for serious violent offender designations and updates files immediately; notes on C216 forms. Makes sure agencies and branches affected by changes or corrections are notified. Periods of prolonged sitting, visual concentration, manual dexterity, and attention to detail are required when typing and entering data onto a computer; when filing and photocopying; when validating and collating information from various sources for criminal files, including Pardons; when viewing microfilmed data; and when checking court docket information. Minimal physical effort required. All work is performed sitting at a desk or standing while working on files. WORKING CONDITIONS: Work is performed in a standard open concept office, subject to daily interruptions from staff and others to provide information related to criminal records. Contacts are occasionally impatient and unreasonable, requiring incumbent to be polite and tactful as well as informative. Subject to operational needs, the incumbent may be required to work occasional overtime hours to meet court deadlines, to check court docket information, and to have criminal files validated and purged.

5 Page 5 of 6 Position Code #P10142 SKILL: a) Knowledge: Basic knowledge of reading, writing, mathematical and communication skills, normally acquired through the attainment of an Ontario Secondary School Diploma or equivalent as determined by the Ontario Ministry of Education. Knowledge of standardized office procedures and processes, proficient keyboarding skills, data entry, dictatyping, filing and file management, document organization, as well as letter and memo composition, normally acquired through previous office/word processing experience. Skill in the operation of a personal computer and knowledge of software programs such as Microsoft Word. Ability to operate a fax machine, photocopier, microfilm machine, and other related office equipment. Comprehensive acquired knowledge of police criminal records file keeping, storage and query methods, the judicial system and related paper flow processes, court terminology, police related agencies, and the policies and procedures pertaining to the Records Branch processes. Acquired knowledge of rules regarding retention, disposition and expiry of youth criminal files and the recognition and recording of serious violent offender designations in accordance with the Criminal Code of Canada and the Youth Criminal Justice Act. Ability to reference procedures of the Criminal Records Act, the CPIC Reference Manual, the Mental Health Act, Ministry of Correctional Services Act, Family Law Act, and the Controlled Drugs & Substances Act (CDSA) to consistently perform criminal file data entry and job tasks, meet purging requirements, to comply with the Records Retention Schedule and the Freedom of Information & Protection of Privacy Act and disclosure protocol. Acquired knowledge of the Police Regionalized Information Data Entry (PRIDE) Records Management System (RMS), the Niche Digitalized Mugshot System, and police computer networks and systems such as CAD, PARIS, and the Intranet to perform queries, locate information and send messages. Ability to remain up-to-date on Integrated Court Offences Network (ICON) system changes. Communication, interpersonal and customer service skills required to question others to obtain information as required; to explain procedures and provide assistance to others; to draft routine correspondence and faxes; and, to represent the police service in a positive, professional manner. Ability to meet security clearance requirements and to maintain confidentiality. Ability to participate as an effective team member and to support and project values compatible with the organization. Ability to meet testing requirements for the position.

6 Page 6 of 6 Position Code #P10142 b) Language Communication (Written & Verbal): Ability to verbally respond to inquiries in person and via telephone when providing information in a polite and courteous manner and when explaining procedures regarding paper flow, criminal records and pardon processes. Ability to summarize criminal record histories according to instruction, to insert data into form letters and memos for signature of the supervisor, and, to respond in writing directly to routine letters of destructions of criminal records/fingerprints, and to send fax messages. Ability to read, comprehend and cross-reference criminal file documentation, access sources, check to ensure all necessary forms are accurate, and that current information is included in Crown Packages, Show Cause Packages, Informations, Warrant Packages and related criminal and court files.

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