Ottawa Police Service Job Description

Ottawa Police Service Job Description

I. Job Information:

Title: Report Analyst / Affiliation: Civilian
Directorate: Corporate Support / Section: Records section
Position #: various / Job Code: 10073715
Pay Group: Five (5) / Salary: Civilian Pay Schedule
Effective Date: July 28, 2017 / Shift: 42 day schedule Rotating day and afternoon shifts
Work Location: West - 2670 Queensview Dr.
Supervisor’s Title: Supervisor Report Analyst

II. Overall Purpose:

The overall purpose highlights the major elements in the job and provides the reader an overview, explaining the purpose, tasks, and responsibilities inherent in the job and the placement of the job within the organizational hierarchy.

·  Under the direction of the Supervisor, the Report Analysts are responsible for the reading and analyzing of all occurrences and investigations entered on the Records Management System from mobile and direct entry sources, ensuring the data is correct for classification and statistical purposes, and maintaining the integrity of data by performing quality control on all information.

·  Provides expert advice on best practices pertaining to CCJS, RMS and workflow to members of the OPS.

III. Major Responsibilities:

This is an expansion of the overall purpose. Make statements clear and concise so that they would be meaningful to a person not directly familiar with the work. Each sentence should begin with an active verb reflecting what, how, why, and the frequency of what is done. Consider the objectives of the job and the variety of work performed over the course of an entire year, and list the major responsibilities in order of importance.

·  Retrieve, analyze and approve all police generated occurrences, investigations and non-reportable incidents to ensure accuracy for statistical purposes by reading, auditing and classifying incidents in accordance with Statistics Canada and Ottawa Police Service policies and guidelines.

·  Identify reports that require release to partner agencies and submit follow-up to the Freedom of Information (FOI) section.

·  Monitor, transcribe and route information from the Transcription Queue.

·  Identify all reports processed through workflow and re-route to the proper unit.

·  Verify CPIC related information in reports and perform quality control on Details pages and Property pages that require CPIC entry or removal from the system.

·  Identify and amend CCJS related errors and data inaccuracies to ensure legislative compliance with policies / guidelines.

·  Monitor errors for RMS refresher training. Modify all errors not identified by Canadian Center for Justice Statistics edits as stipulated under Uniform Crime Reporting 2.2 rules.

·  Submit workflow assignments to officers for correction to ensure that all mandatory data has been completed.

·  Prepare and amend monthly Canadian Center for Justice Statistics edit list to ensure accuracy and integrity of data submitted to Statistics Canada.

·  Provide assistance to and on-going liaison with members of Ottawa Police Service (sworn & civilian) providing expert advice on RMS, workflow functionality, business processes, and Uniform Crime Reporting criteria.

·  Provide one-on-one and quarterly classroom training and coaching on functional areas of the Records Management System including workflow and CCJS.

·  Monitor and correct “Invalid Address List” to ensure data integrity and proper routing of reports.

·  Identify and correct proper workflow routing by managing pending queues.

·  Maintain Master Name Index (MNI) file. Liaise with Identification Clerks for corrections of Known Offender and Fingerprint records.

·  Maintain security access to “Private Reports” to ensure confidentiality and restriction of highly sensitive information.

·  Maintain a high degree of confidentiality, discretion and tact when dealing with sensitive issues.

·  Responsible for the deletion function on RMS while ensuring data integrity.

·  Validate yearly Uniform Crime Reporting Survey data and amend errors.

·  Maintain the Call Audit function to ensure outstanding reports are submitted.

·  Test new RMS functionality for annual system upgrades and provide subject matter guidance for operational implementation.

·  Assume supervisor role, as required to ensure the fulfillment of operational requirements.

·  Perform other duties as required or directed.

IV. Statement of Required Qualifications:

Required qualifications are considered the essential minimum qualifications to carry out the duties and responsibilities of a position.

I.  Education and Experience

Level of minimum academic or other formal training required which provides the basis for development of the skills and knowledge needed in the position. Level of minimum experience required for the position, including the number of relevant years of experience.

·  Completion of Secondary School – Grade 12 or equivalent, plus one (1) year relevant post secondary education. Experience and formal training combined may substitute for stipulated education requirements.

·  Minimum three (3) years work experience in a public safety, emergency services, police or protective service environment including:

Ø  Minimum two (2) years experience working with electronic Police Records Management systems.

Ø  Experience working in a high volume environment while maintaining accuracy and acute attention to detail.

Ø  Experience prioritizing and organize workload in a constantly changing environment with many interruptions.

Ø  Experience in communicating effectively and professionally (both orally and in writing) with all levels within an organization including Senior Management.

II.  Language

Degree of skill needed, i.e. oral fluency, reading and writing ability in one or more languages.

·  English – fluency in oral, reading, and writing.

III. Certification/Licenses

Specify only certification / licenses that is mandated / required, and which provides the basis for development of the skills and knowledge needed in the position.

·  N/A

V. Job Knowledge

Information concerning facts, theories, systems, practices, regulations and other subject matter relevant to the performance of the duties and responsibilities of the position.

·  Comprehension of the Uniform Crime Reporting 2.2 guidelines and manual as established by Canadian Centre for Justice Statistics (Statistics Canada).

·  Working knowledge of:

Ø  The Organization’s Mission, Vision and Values.

Ø  The Canadian Criminal Code and Highway Traffic Act (HTA) and other legal references in dealing with charge reports.

·  Detailed working knowledge of police records management systems.

·  Thorough knowledge of:

Ø  Canadian Police Information Center (CPIC)

Ø  Office practices and procedures.

VI. OPS Competencies

This section draws directly from the new OPS competency matrix. Select the appropriate competencies and level associated with the position. These competencies will form a central part of the new Performance Management Process.

Competency / Level / Competency / Level
Communication / 2 / Networking and Relationship Building / 2
Teamwork / 2 / Problem Solving / 2
Adaptability / 2 / Leadership / 2
Service Orientation / 2

VII. In-Service Training

Specify only training that is mandated / required to perform the position duties. Do not include training that is not essential.

·  The following mandatory training and education is provided to all employees of the OPS:

Ø  Occupational Health & Safety.

Ø  Respectful Workplace.

Ø  Violence in the Workplace.

Ø  Accessibility for Ontarians with Disabilities Act (AODA).

VIII. Hours of Work

Specify the hours of work that is required for the section to meet operational requirements.

·  The incumbent is required to work hours commensurate with a rotating shift schedule in order to meet operational requirements of the section, rotating between day & afternoons (including Statutory Holidays).

IX. Effort and Working Conditions

Specify the physical & mental effort and working conditions under which job duties are performed, including nature, frequency, and duration.

·  The incumbent must be able to work shifts as designated in the “Hours of Work” section of the job description.

·  Requires sitting for extended periods of time reading from a computer monitor (10 hours)

·  A high level of concentration, accuracy and attention to detail is required.

·  Work is performed in a shared, open concept office where noise levels can be distracting.

·  Job responsibilities require reading and analyzing details of violent crimes, reports of a sensitive nature and graphic photos which may be disturbing in nature.

·  Required to work without supervision on weekends and after regular business hours with minimal staff in a building without uniform officers.

·  May be required to travel to other OPS sites to provide training.

IX. Desired Qualifications

Desired qualifications are considered a “plus”.

·  Oral, reading, writing fluency in French or other languages.

·  General knowledge of each section of the Service, their mandates, and function pertaining to Workflow.

·  Experience with and detailed knowledge of the OPS Records Management System (RMS).

X. Approvals

All job descriptions require the approval of the Supervisor / Manager and Human Resources. The Supervisor / Manager is responsible for obtaining Human Resources approval (via email) prior to using any job description as the official document of record.