Administrative Assistant - Investigative Services Division (INTERNAL COMPETITION)

POSITION:   Administrative Assistant - Investigative Services Division

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

Competition Number :  P27-26

Date of Issue: September 14, 2026

Closing Date:   September 21, 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; c ompose 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:

F ormal 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