Administrative Assistant - Investigative Services Division

POSITION:  Administrative Assistant - Investigative Services Division

DEPARTMENT / DIVISION / SECTION:  Police / Operations / Investigative Services

Competition Number:  P15-26

Date of Issue: June 3, 2026

Closing Date:  June 18, 2026

Pay Group:  $35.82/hour (CUPE Pay Grade 8)

Number of Positions:  1

Duration:  Regular Full-Time

Work Schedule:  Monday through Friday, 35 hours per 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:

Perform a variety of administrative assistant functions, respond to enquiries, and transcribe confidential interview recordings for the Investigative Services Division. 

KEY 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
• Assist investigators with the preparation of major crime investigation binders 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
• 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 key boarding (frequent)
• Lift and move heavy stationery supplies (rare)

Mental Effort:

• Exposure to disturbing material (often)
• Long periods of intense concentration while transcribing (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: 

• 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
• 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
• Required to obtain security and criminal record clearance
• Required to sign an attestation of confidentiality
• Secretarial course (6 months)
  

Experience:

• 2 years of office experience or an equivalent combination of education and experience

OTHER:

• May be requested to substitute in a more senior position
  
• This is a CUPE Local 50 position