Records and Systems Manager

Job content

Mission
The Kingston Police recruitment process reflects and demonstrates a commitment to our core values of Respect, Integrity, Professionalism, Partnership, Leadership and Excellence. We are committed to ensuring an equitable process with the goal of achieving a representative workforce of the diverse community we serve.
We are committed to supporting applicants with disabilities, including accommodating individual accessibility requirements.
Position Overview
Reporting to the Inspector, Administrative Services, the Records and Systems Manager (RSM) is responsible for advisory, analytical and supervisory work focusing on the implementation of the Kingston Police management and information systems. The RSM has overall responsibility for ensuring the collection, integrity, quality and appropriate release of the Kingston Police’s information, including accountability for the Freedom of Information (FOI) function. The RSM ensures that all information and records are gathered and maintained efficiently, effectively, consistently and in compliance with applicable federal and Provincial Acts, Adequacy Standards, Police Records and/or Service policies and procedures.

The RSM develops, leads, implements and supports a culture of high quality assurance, including the development and implementation of business improvements, best-practices, cost-effective processes and systems to ensure continuous improvements and management of ongoing associated risks.

This position is a 40 hour work week and generally works a weekly schedule of eight-hour days, Monday to Friday. Hours of work may vary with organizational requirements and may include evenings and weekends. While remote work may occasionally be possible, this position is primarily in-person.
Company Bio
Kingston Police is proud to serve the Kingston community of 123,363 residents. We have a dedicated workforce of 201 officers and 61 civilians and are one of the oldest municipal police services in Canada. Our members are guided by the mission and values of the Kingston Police. We are committed to achieving our vision of being among the most progressive, efficient and effective community-oriented police services by developing, supporting and engaging our members.
Responsibilities

• Administers and coordinates searches of Kingston Police records and information databases and CPIC for the public, police services and authorized agencies, through the use of the RMS, ICON, CPIC, the NICHE system, Municipal Freedom of Information and Protection of Privacy Act, Pardons, Criminal Records, statistical data and reports.
• Sets up databases for staff to track services provided and fees received and to track alarm calls and billing information.
• Creates database documentation and provides training to users. Prepares content for Kingston Police internet site to provide information to the public regarding record services instructions and forms, such as fingerprint destruction and occurrence summaries.
• Administers and manages information systems used by the Kingston Police, including: the RMS, the Computer Aided Dispatch System (CAD), the Electronic Crown Brief Disclosure software (eJust), the Digital Fingerprint/Photograph System, the internet based Police Reporting System (Coplogic), the internet based Police Record Check application (K-PIC), and the internet based Fingerprint Appointment booking application. Administers and manages Kingston Police contributions to externally based information systems including: the Police Information Portal, the RCMP Canadian Police Information Centre (CPIC) system, the RCMP Canadian Justice Information Management system (CJIM), the Ministry of Transportation’s Inquiry Services System and the Ministry of the Attorney General’s Scheduling Crown Operations Prepared Electronically system (SCOPE).
• Evaluates changes in legislation, governing records management services to determine their impact on Kingston Police; developing, revising and/or recommending changes to Policies and Procedures as necessary to ensure ongoing compliance.
• Interacts with the public regarding issues with police clearances and matters relating to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
• Works with internal stakeholders to develop and recommend changes to the Police Services Board’s Records Retention Bylaw, ensuring the maintenance and destruction of records and data is done in accordance with legislated requirements and regulations.
• In partnership with IT, manages the development of application enhancements of internal systems, quality control standards, as well as the implementation of required business process changes.
• Ensures adequate information management and release controls are in place to reduce the risks to the Kingston Police and its Board associated with the improper disclosure, destruction and retention of information.
• Manages the operations of the Records Unit through general supervision of full and part-time staff employed in the Unit. Provides specific direction in non-routine problems.
• Manages and administers the Kingston Police Record Check program to ensure compliance with the Police Records Check Reform Act, the Criminal Records Act, the Youth Criminal Justice Act and the Criminal Code of Canada. Conduct exceptional disclosure assessments in consultation with other Senior Management personnel respecting high risk applications.
• Acts in the role of FOI Coordinator. Responsible for overseeing formal access requests for information under MFIPPA. Ensures that access requests are handled in a timely manner consistent with legislation. Issue decision letters and disclose information respecting access requests. Engages in mediation and arbitration processes with the Information and Privacy Commission (PC) where an applicant has appealed an access request. Prepares representations for the IPC for arbitration. Handles requests for the correction of personal information as well as Privacy complaints/breaches. Conducts Privacy Impact Assessments for the implementation of new technologies to manage privacy risks associated with the implementation of such technologies. Acts as resource to senior management and members on privacy issues and information sharing.
• Manages and administers the routine disclosure of information (non-FOI) held in Kingston Police information systems to client groups that regularly access Kingston Police records and where appropriate, ensures that fees are collected under the Kingston Police fee schedule. These client groups victims, citizens insurance companies, law firms, other police agencies, other regulatory agencies (CAS, Ministry of Labour) and other governmental agencies (Criminal Injuries Compensation, Parole Board of Canada)
• Receives, reviews, responds to Court Orders/Notice of Motions (Family Court Orders, Civil Court Orders, WAGG motions, O’Conner Applications) served upon the Kingston Police. Prepares position letters to advise litigants of position taken by the Kingston Police respecting noted orders/motions and if appropriate, provide consent to Motions. Where necessary, engages and provides instruction in conjunction with Senior Management to legal counsel where representation may be required. Ensures that responsive materials have been prepared in accordance with terms of Court Orders and that the responsive materials are provided in a timely manner.
• Ensures Kingston Police participation the Uniform Crime Reporting (UCR) program to the Canadian Centre for Justice Statistics (CCJS) and ensures that information submitted to CCJS conforms to UCR data standards. Conducts periodic reviews/audits of CCJS submissions and signs off on the accuracy those submissions. Acts as Subject Matter Expert and resource to Senior Management as well as Agency personnel on UCR reporting systems.
• Provides direct assistance in retrieving information (logs, GPS information, MDT/radio transmissions and other records) to assist Senior Management/Professional Standards in sensitive investigations including investigations under Ontario Human Rights Code, Workplace Safety and Insurance Bureau investigations, Special Investigations Unit mandated investigations, Police Service Act investigations, civil actions against the Kingston and internal investigations.
• Manages and administers Kingston Police entries on the Canadian Police Information Centre (CPIC) system to ensure compliance with CPIC Policy as well as Kingston Police process and procedures. Acts as a Subject Matter Expert and resource to Senior Management as well as Agency personnel on the CPIC system.
• Conducts specialized research and extracts data from Kingston Police information systems in support of both administrative requirements as well as operational (i.e. investigative) requirements.
• Liaises and coordinates activities with other units of the-Kingston Police, hardware/software vendors, criminal justice partners, other police agencies/professionals, lawyers, insurance companies and members of the public.

Note: The above duties represent a typical position and are not to be construed as all-inclusive. This position may be modified after regular evaluation periods.
Qualifications

• University Degree in Records Management, Public Administration, Business or related field; or an equivalent combination of education and experience.
• Education and/or experience in Information Technology especially in the management and administration of information systems.
• Minimum ten (10) years of progressive management related experience in a Records-related environment.
• Understanding of the Policing Adequacy Standards particularly in relation to record retention and CPIC.
• Knowledge of Municipal Freedom of Information and Protection of Privacy Act, Criminal Records Act, and the Criminal Code of Canada is required.
• Knowledge of Uniform Crime Reporting (UCR) system.
• Knowledge of Versaterm, RMS and CAD an asset.
• Knowledge of CPIC Policy and Procedures an asset.
• Member of Institute of Certified Records managers (ICRM) or Association of Records Managers and Assistants (ARMA) an asset.

Employment Equity
The Kingston Police hire on the basis of merit and are committed to reflecting the diversity of the Kingston community and Canada. We are committed to non-discriminatory, barrier-free and accessible employment practices in compliance with human rights legislation and the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please indicate this in your cover letter or contact Human Resources at 613-549-4660, ext 2287 or 2282. Although we appreciate all applications, only those selected for an interview will be contacted.