Mission
The Kingston Police recruitment process reflects and demonstrates a commitment to our core values of Respect, Integrity, Professionalism, Partnership, Leadership and Excellence. We are committed to ensuring an equitable process with the goal of achieving a representative workforce of the diverse community we serve.
We are committed to supporting applicants with disabilities, including accommodating individual accessibility requirements.
Position Overview
The first position posting is for the front desk. Applicants may be cross trained to work in the records unit based on operational requirements and at their discretion. A list of duties pertaining to Records is attached.

JOB SUMMARY:
Reporting to the Records and Systems Manager, the Front Desk Reception position is responsible for the main switchboard, answering and responding to incoming emergency and non-emergency calls in a calm and efficient manner. The position is responsible for the reception area directing visitors to the appropriate department/person and taking reports not requiring police attendance. The position is responsible for procuring all pertinent information from callers and all other available resources and to complete reports/data entry with a high level of accuracy. This position will be required to monitor security cameras, including cell cameras, and report problems/emergencies immediately to the watch commander or communications for action.

The Front Desk position requires availability to work shifts, including weekdays and weekends and on a call-out basis.

The second position posting is for Records Clerk

Interested candidates will be required to undergo testing. Only those who pass the test will continue in the process. See paragraph below for full details.

JOB SUMMARY:
Reporting to the Records and Systems Manager, the Records position is responsible for general administrative duties related to the functions performed within the Records Unit, including processing of Police Record/Criminal Records checks, answering and routing incoming calls and visitors, data entry into various software systems and procuring all pertinent information from callers and in-person visits, as well as all other available resources, completing reports with a high level of accuracy and attention to detail.

The current hours of operation for the Records Unit is 8:00 am to 6:00 pm. Assigned hours of work will generally be within these hours. Based on organizational requirements hours may be extended to include evenings and weekends. Working on a call-out basis can also be expected.

PLEASE NOTE THAT SALARIES FOR BOTH POSITIONS ARE GOVERNED BY THE KINGSTON POLICE COLLECTIVE AGREEMENT
Company Bio
Kingston Police is proud to serve the Kingston community of 123,363 residents. We have a dedicated workforce of 201 officers and 61 civilians and are one of the oldest municipal police services in Canada. Our members are guided by the mission and values of the Kingston Police. We are committed to achieving our vision of being among the most progressive, efficient and effective community-oriented police services by developing, supporting and engaging our members.
Responsibilities

FRONT DESK RECEPTION:

• Answer and route incoming calls and visitors to appropriate department/person providing assistance or advice as required
• Complete Incident Reports regarding crime or other matters reported by the public. Assist Records Unit with data entry
• Record all parolees and charged persons required to report to Police Headquarters and record changes in addresses
• Responsible for processing seized vehicle slips, warrant confirmations and service of subpoenas/summons
• Monitor security and cell camera and report problems to Watch Commander
• Assist in the audit of court related documents at the front desk
• Process property items received at the desk, or left at the desk to be returned to owner
• Responsible for processing background check requests and collecting required fees
• Responsible for booking fingerprinting dates
• Responsible for reception area building security, during working hours (i.e. control flow of public and access doors)
• Responsible for lock up of desk area (if required at any time).
• Communicate with patrol personnel via in-car computers
• Ensure that Supervisor is kept apprised of emergency calls, dangerous situations and unusual events
• Maintain bicycle pickup records.
• Perform CPIC and Local records checks for clearance certificates
• Other duties as assigned

RECORDS CLERK

• Process criminal record checks for taxi applications
• Assist members of the public requesting assistance at Records Counter including intake and processing of Police Record/Criminal Record Checks
• Scanning and attaching requests for information in RMS
• Answer and route incoming calls and visitors to appropriate department/person providing assistance, approved documents or advice as required
• Respond to switchboard phone by directing callers to destination or taking messages from the Front Desk or other areas
• Take fingerprints of applicants for civil purposes and submit to the RCMP through Livescan system
• Process requests from applicants for the destruction/sealing of Known Offender files
• Directly enter data into computer system or complete appropriate incident reports regarding crime or other matters reported by the public
• Review entered occurrences for errors and omissions and ensure compliance with Kingston Police practices and procedures as well as compliance with requirements established by Canadian Centre for Justice Statistics.
• Daily computer input of traffic report information and related material
• Preparation of documents and letters related to the records keeping function
• Reporting on performance and benchmark statistics as defined by supervisor
• Collection of fees for release of information in accordance with Kingston Police fee structure
• Maintaining records of information release through RMS
• Preparation of documents and letters related to the release of information
• Filing and purging of documents according to retention schedules and Kingston Police requirements
• Inform Supervisor of unusual or emergency situations and/or when work volume has created backlogs
• Collect, distribute and process mail for unit
• Provide relief for other records employees including front desk operations
• Other duties as assigned

Qualifications
FRONT DESK RECEPTION

• Excellent customer service skills
• Ability to deal with clients in a tactful and courteous manner
• Excellent verbal, written and listening communication skills
• Highly organized with exceptional ability to prioritize based on urgency and importance
• Demonstrated experience working in stressful or crisis situations
• Problem solving abilities
• Ability to multi task, adjust priorities, and work in a fast-paced and demanding environment, meeting deadlines as required
• Demonstrated discretion and integrity in safeguarding confidential information
• Demonstrated ability to communicate in a professional manner ensuring accurate information is conveyed
• Possess experience with computers and software applications in a Windows environment
• Solid keyboarding skills (35+ WPM)
• Demonstrated ability to work as a team player as well as work independently
• High level of attention to detail
• Knowledge of the City of Kingston beneficial
• Knowledge of a second language is an asset
• Knowledge of basic police procedures, rules and regulations an asset.

RECORDS CLERK

• Excellent customer service skills, ability to deal with clients in a tactful and courteous manner
• High level of attention to detail and ability to stay focused
• Demonstrated discretion and integrity in safeguarding confidential information
• Ability to communicate in a professional manner, ensuring accurate information is conveyed
• Excellent verbal, written and listening communication skills
• Highly organized with exceptional ability to prioritize based on urgency and importance
• Demonstrated ability to work as a team player as well as independently
• Ability to multi task, adjust priorities, and work in a fast paced and demanding environment, meeting deadlines as required
• Problem-solving abilities
• Experience with computers and software applications in a Windows environment
• Solid keyboarding skills (35+ WPM)
• General knowledge of office procedures (copying, filing, telephone procedures, etc.)
• Demonstrated skill in handling stressful situations and meeting deadlines
• Knowledge of the Municipal Freedom of Information and Protection of Privacy Act and Kingston Police practices and procedures respecting the release of information an asset
• Knowledge of police procedures, rules and regulations an asset
• Understanding of the rationale behind the Kingston Police Service policies and procedures and the impact on delivery of service

Employment Equity
The Kingston Police hire on the basis of merit and are committed to reflecting the diversity of the Kingston community and Canada. We are committed to non-discriminatory, barrier-free and accessible employment practices in compliance with human rights legislation and the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please indicate this in your cover letter or contact Human Resources at 613-549-4660, ext 2287 or 2282. Although we appreciate all applications, only those selected for an interview will be contacted.


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