Administrative Assistant 3 - Records [City of Saint John]

Job Description

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Under the general supervision of the Information Services Coordinator, this permanent position is responsible for submissions of reports to Statistics Canada and the provision of condensed police reports for external clients.

Job Duties And Responsibilities

Provides synopsis of police incident reports to appropriate agency, i.e. county jail and Parole Board
Prepares summary statements for insurance companies regarding police reports
Composes a variety of correspondence with other government agencies such as Statistics Canada and Parole Board of Canada
Identifies and corrects audit errors in the records management system
Files and maintains police records
Responds to internal/external inquiries
Retrieves files and warrants for police personnel
Opens, sorts, and distributes mail
Compiles data and prepares crime incident statistics reports for Statistics Canada
Reviews and purges files in accordance with CPIC expiry dates
Archives files
Acts as a back-up for other Administrative Assistants in the Records Unit, on an as-required basis
Performs general office duties as required including keyboarding and photocopying
Liaise with staff regarding the information required for Statistics Canada
Performs an annual audit for Statistics Canada

Essential Qualifications

Proficiency in Microsoft Office Systems, H T E related applications and general office equipment
Strong organization skills
High attention to detail
Approved Saint John Police Force security clearance

Education/Experience