Disclosure Clerk / Administrative Assistant, Investigative Services Division - INTERNAL COMPETITION bei Victoria Police Department

POSITION:  Disclosure Clerk / Administrative Assistant - INTERNAL COMPETITION

DEPARTMENT / DIVISION:  Police / Investigative Services Division

Competition Number:  P11-25

Date of Issue:  September 4/2025       

Closing Date:  September 15/2025

Pay Group:  $39.51/hr - CUPE Pay Grade 10

Number of Positions:  1

Duration:  Temporary Full-Time

Work Schedule:  Monday through Friday, 35 hours/week

To Apply:  All submissions shall be sent electronically by 4:30pm on the above closing date and should include all qualifications and experience relevant to the position.

POSITION FUNCTION:

Provides specialized, dedicated support to the File Coordinator / Lead Investigator who is accountable for disclosure as well as prosecutorial reports such as the Report To Crown Counsel/Court Brief. Carries out business processes enabling the implementation of electronic disclosure of police documents consistent with the Memorandum of Understanding between police and Crown Counsel.  Performs a variety of administrative assistant functions, respond to enquiries, and transcribe confidential interview recordings for the Investigative Services Division.

KEY DUTIES:

Assist investigators with the preparation of major crime investigation documentation and/or the electronic disclosure of materials to Crown Counsel by identifying various types of documents in order to classify records according to Business Rules; convert various types of exhibits and data into electronic formats; incorporate data, such as photographs, audio and video clips, into the database; redact information; burn CD/DVDs.

Consults with internal and external clients and partners to determine information requirements in areas such as investigations (investigative assignments, exhibit control, document management, profile composition); and disclosure of material.

Disclosure Creation / Extraction and Vetting / Pre-Vetting:

Extracts relevant information from operational investigative file(s) to create disclosure reports which are organized, indexed and searchable.  Based on legal requirements and through the application of standardized vetting codes, determines and categorizes information that will either be exempt from disclosure or be the subject of delayed disclosure.

Planning and Coordination:

Based on facts such as the operational objective, jurisdiction and the Information Management platform consults with internal and external contributors and users of deliverables from this function to create a plan and obtain acceptance in areas such as time lines and formats from all stakeholders.  Continually monitors and modifies the plan for overall effectiveness and to ensure it remains responsive to any changing stakeholder requirements / investigative change.

Training:

Develops and delivers training to end users of prosecutorial reports and disclosure in order to facilitate full and unfettered access to the material.

Continuing Study:

Maintaining an updated knowledge base on the evolving technical aspects for MCM and other approved information management systems specific to the storage, functionality of the systems as they relate to the composition, preparation and extraction of information for RTCC/Court Brief and disclosure; maintaining an updated knowledge of legislation and case law governing the handling of exhibits and evidence as well as disclosure and court procedures; maintaining currency in the definition and interpretation of relevancy and its practical application.

Supplemental Duties:

Transcribe various confidential multiple-voice interview recordings verbatim, including victim, witness and suspect interviews such as homicide and other major crime investigations and sexual disclosures.  Type a variety of letters, memos, reports, confidential material and forms from digital recorders, typed or handwritten copy; compose routine correspondence; scan documents, create a variety of forms for use in the division and department and update same as required.  Administer audio/video recording transcription register, ensuring that priority requests are identified and processed accordingly.

Maintain and update schedules for Investigative Services staff, reconcile credit card expenses, arrange appointments for section members, complete forms for reimbursement of members’ travel costs.

Perform departmental data entry as required to related computer systems and databases; organize, track and maintain clerical control of investigation files, both current and historical; initiate CAD reports and PRIME initiate reports, make entries and conduct inquiries; make CPIC entries, conduct inquiries and send narrative messages.

Respond to enquiries and questions directed to the division from other departments, the public and outside agencies; liaise with other police agencies to coordinate information, enter and retrieve information from in-house computer systems by providing authorized information on specific cases; take messages or forward calls.

Compile and update statistical records; maintain various division filing systems; maintain a variety of office equipment and liaise with IT personnel for trouble shooting; perform other clerical functions such as faxing, photocopying, scanning, collating, stapling and filing as required; order and stock stationery supplies.

Perform related duties where qualified.

INDEPENDENCE:

Work is performed according to established procedures or is assigned by supervisor and designated staff.

Work is reviewed upon completion.

Issues such as release of information or deviations from established procedures are referred to supervisor.

WORKING CONDITIONS:

Physical Effort:

Sit with arms unsupported while keyboarding. (frequent)

Lift and move heavy stationery supplies. (rare)

Mental Effort:

Exposure to disturbing material. (often)

Long periods of intense concentration while transcribing or creating disclosure documents. (often)

Meet court deadlines. (often)

Deal with constant interruptions. (often)

Visual/Auditory Effort:

Focus on a variety of source data and VDT for long periods. (frequent)

Listen to and transcribe multiple-voice interview recordings for long periods. (frequent)

Work Environment:

Office.

KEY SKILLS AND ABILITIES:

Knowledge of the MOU concerning the disclosure of information between police and Crown Counsel; willingness to learn and understand business rules related to this document and processes involved.

Type 60 wpm; working level knowledge of Police Department computer programs; working level knowledge of current Police Department computer-aided dispatch and records management systems.

Working level knowledge of other computer software programs used within the police department.

Working knowledge of Excel, Word, Adobe programs.

Accurately transcribe multi-voice interview recordings.

Communicate effectively verbally and in writing.

Organize and prioritize work.

Maintain accurate records.

Operate a variety of office equipment.

Deal effectively with the public and outside agencies.

QUALIFICATIONS:

Formal Education, Training and Occupational Certification:

High school graduation.

Secretarial course. (6 months)

Online electronic disclosure course.

Experience:

2 years of related experience in a policing environment plus 1 year of experience with complex database management applications (working knowledge of PRIME file management), or an equivalent combination of education and experience.

OTHER:

Required to obtain enhanced security and criminal record clearance.

Required to sign attestation of confidentiality.

May be requested to substitute in a more senior position.

This is a CUPE Local 50 Position.