JOB OVERVIEW

Under the direction of the Records Manager, the Police Records Specialist responsible for the comprehensive management, quality assurance, and administration of all operational police records systems. This role integrates advanced records management functions with front counter support responsibilities, ensuring efficient service delivery, compliance with legislative and policy requirements, requiring a high degree of accuracy, discretion, adaptability, and independent judgment, while collaborating closely with operational members and external partners.

This is union position within the Oak Bay Police Association, that works Monday–Friday, 8:00 AM–4:30 PM and provides backup support to front counter operations. Flex days are available, subject to management approval and operational requirements.

 

Key Duties & Responsibilities

Records & Data Management
  • Maintain complex and confidential operational records systems, including Police Records Information Management Environment (PRIME), Canadian Police Information Centre (CPIC), Justice Information System (JUSTIN), IntelliBook, IntelliScreen, CORNET (Corrections Network), and other related systems.
  • Perform data entry, validation, and ongoing quality assurance of records to ensure compliance with legislative, policy, and reporting requirements.
  • Manage records lifecycle, including retention, disclosure, sealing, and destruction.
  • Submit monthly statistics to the Canadian Centre for Justice Statistics (CCJS)
  • Maintain Master Name Index (MNI) and ensure data accuracy, including resolving duplicates.
Court & Criminal Records Processing
  • Coordinate court documentation, including court folders, known offender files, and submissions to Crown via secure file transfer
  • Process and maintain CPIC entries (e.g., charges, warrants, bail conditions, dispositions) in accordance with national policies
  • Monitor court outcomes through JUSTIN and ensure timely updates to records systems.
  • Manage criminal record submissions, dispositions, and publication to the Real Time Identification (RTID) system. 
Fingerprinting & Identification Services
  • Process electronic fingerprints through IntelliBook and IntelliScreen systems
  • Conduct civil fingerprints for the public and submit results to national systems
  • Review and process fingerprint destruction requests and records suspensions
Police Information Checks (PICs)
  • Administer Police Information Checks, including intake, assessment, fingerprint coordination, and final approval decisions when required
  • Respond to inquiries from applicants, agencies, and the public regarding PIC processes and results.
Disclosure, Compliance & Privacy
  • Conduct Youth Criminal Justice Act non-disclosure and file sealing processes.
  • Ensure compliance with the Criminal Records Act, Privacy Act of BC, and other relevant legislation.
  • Complete urgent Freedom of Information (FOI) requests as required
  • Maintain confidentiality and accuracy of all sensitive records. 
Front Counter & Public Service
  • Provide front counter services, including responding to public inquiries, initiating non-emergency Computer Aided Dispatch (CAD) calls, processing requests, collecting and reconciling fees, and directing calls.
  • Assist with Police Information Checks, fingerprinting, and general administrative services.
  • Maintain professional and effective communication with the public, external agencies, and internal staff
  • Provide records support as first point of contact for internal and external requests.
Training & Process Improvement
  • Provide guidance and training on records systems, policies, and procedures.
  • Contribute to development and improvement of records processes and workflows
Other
  • Perform other duties as required.

Qualifications

  • Grade 12 education plus a minimum of two (2) years’ related experience
  • Experience working with police records systems (e.g., PRIME, CPIC, JUSTIN)
  • Sound knowledge of applicable legislation, privacy requirements, and reporting standards
  • Strong attention to detail and accuracy
  • Experience with Freedom of Information/Privacy legislation considered an asset
  • Proficiency in MS Office (Word, Excel, Outlook)
  • Effective organizational and time management skills
  • Ability to manage competing priorities and meet deadlines
  • Strong interpersonal and communication skills
  • Ability to work independently and as part of a team
  • Must be able to obtain and maintain Enhanced Reliability Security Clearance

Key Skills & Abilities

  • Data accuracy and attention to detail
  • Analytical and problem-solving skills
  • Discretion and confidentiality
  • Communication and teamwork
  • Adaptability and initiative

*Please note that the job description for this position is currently under review and some duties may be revised.