Deadline to Apply : Sunday, November 2, 2025 at 11.59 PM

Employment Type: Permanent Part-Time

Base Location: 200 Maple Grove Road, Cambridge ON

Shift: Day

Hours of Work: Up to 30 Hours per week

Number of Positions : 1

Reason for Vacancy: Backfill

*2024 Hourly Rate: $37.80

*The current collective agreement expires on December 31, 2024. Wages are subject to job evaluation and negotiated adjustments through collective bargaining.

POSITION PURPOSE

Responsible for the preservation, handling, redaction, and disclosure of records and digital evidence, including multimedia files, such as audio communications, videos and images, for the purposes of criminal investigations and court disclosure; administers the retention and destruction of records and evidence within the Digital Evidence Management System (DEMS).

MAJOR DUTIES & RESPONSIBILITIES

• Monitors incoming requests, from internal and external stakeholders, for records and digital evidence and exports the multimedia files from the applicable systems. Applies redactions to the requested records and/or digital evidence and previews the redacted files to ensure accuracy prior to dissemination or disclosure; prepares and discloses requested records and/or digital evidence in a timely manner utilizing the applicable police/justice systems.
• Provides support to members requiring assistance in filling out requests for digital evidence.
• When required in exigent circumstances, utilizes manual, back-up processes to prepare records or digital evidence following pre-established guidelines.
• Discloses records and digital evidence to the Crown’s office or appropriate parties, ensuring the consistent use of file naming conventions and securely submits/uploads to the appropriate location or server; ensures standards for submissions are followed and corrects errors as required.
• Completes and maintains required documentation (i.e., notebook entries, notices, checklists etc.) and/or reports concerning the handling and processing of all digital evidence; and maintains strict adherence to confidentiality and chain of custody to ensure the integrity of all digital evidence.
• Liaises with officers regarding discrepancies or issues surrounding requested files; escalates to the Supervisor, Digital Disclosure, when direction is required. Prepares memos and sends copies with explanation for Court Administration as required.
• Ensures a high level of security, confidentiality, integrity and compliance with legislation, procedures, and court orders.
• Conducts queries of systems such as the Records Management System (RMS), Integrated Courts Offences Network (ICON), and Canadian Police Information Centre (CPIC), to determine the status of records and digital evidence, for the purposes of retention or identifying eligibility for destruction.
• May be required to attend court trials and testify about the redaction, accuracy, and continuity of the digital evidence.
• Supports the development of training materials for the handling and administration of digital evidence; and may be required to present at training sessions as assigned by the Supervisor, Digital Disclosure.
• Acts as subject matter expert and provides information to support the development of policies, processes, and procedures as needed.
• Performs other related duties as assigned.

SKILL

• Proficiency in reading, writing, communication, and mathematics is required, normally acquired through the successful completion of a two (2) year community college diploma in records and information management, data quality, justice administration or a related field. A combination of education and experience may be considered.
• A minimum of one (1) year of relevant customer service experience is required to interact with internal members of all ranks, as well as members of the Crowns office and external agencies.
• Strong conflict resolution skills; ability to resolve discrepancies or issues surrounding requested files is required.
• Knowledge of standardized procedures and processes, proficient keyboarding skills, data entry, file management, and document organization is required.
• Proficiency using Microsoft Office programs including Word, Excel, PowerPoint, and Outlook is required.
• One (1) year of relevant experience in legal or justice administration, information management, health care administration, or a related discipline is preferred.
• Ability to become proficient in police and justice information systems, such as the Digital Evidence Management System (DEMS), Records Management System (RMS), the Canadian Police Information Centre (CPIC) system, and SCOPE. Previous experience with the RMS, CPIC and /or DEMS is preferred.
• Knowledge of the judicial system and related processes including rules surrounding disclosure and purging policies and procedures; knowledge of the judicial system, court file handling, legal and court terminology and police related agencies.
• Demonstrated aptitude to comprehend and apply legislation, regulation, procedure; ability to reference procedures and follow clear instructions in order to consistently perform functions and to comply with the Records Retention Schedule and the Municipal Freedom of Information & Protection of Privacy Act and disclosure protocols.
• Exceptional resiliency skills; regularly watches and listens to digital evidence and will be exposed to sensitive or distressing information (e.g., watching police incidents that involve violence, language, people who are injured, etc.) as part of operational duties.
• High degree of attention to detail to identify errors or omissions under time constraints and ensure high-quality work; ability to review and ensure accuracy, completeness, and integrity of information within a variety of databases, reports, and systems.
• Excellent listening skills are required to hear all details when redacting audio communications; ability to retain and recall large amounts of technical information.
• High degree of interpersonal skills to work collaboratively in a large team environment to complete assignments, problem solve, and recommend changes to current processes, systems and procedures.
• Excellent time management and organizational skills; ability to prioritize workload and balance competing priorities.
• Ability to stay up-to-date with professional and personal skills development; maintains a commitment to self-improvement with the ability to receive and apply feedback.
• Provides guidance and practical training to new and temporary employees, as assigned.
• Ability to participate as an effective team member and to support and project values compatible with the organization.
• Ability to meet police security clearance and background process requirements and to maintain confidentiality.
• Ability to meet testing requirements for the position, including a psychological suitability assessment.