Position Summary

Under the general supervision of the Court Supervisor, the Charge Processor/Court Disclosure Clerk is responsible for preparing court documents, transcribing audio and visual evidence, and collecting digital evidence from a variety of sources to submit within prescribed timelines for disclosure purposes. The position retrieves, enters, and transfers data to support Kingston Police members and the judicial process.

Hours of work are typically scheduled throughout the normal business week, Monday to Friday, although some flexibility may be required to work possible overtime hours, which may include evenings or weekends. Work is performed in-person at the Kingston Police station. No remote or hybrid work is available at this time.

Company Bio

In partnership with the community, Kingston Police serves, supports and protects the safety of everyone in the City of Kingston. With over 200 police officers and 100 civilian employees, we strive to establish Kingston Police as an exemplary organization by inspiring public confidence, professionalism, accountable policing, and increased safety demonstrated through trusting relationships with partner agencies and the diverse members of the Kingston community.

Responsibilities

• Retrieve and transcribe video and audio statements in accordance with the Ontario Court Transcript Standards and Procedures Manual (CTSP), as required by the Kingston Police or Court. Attach the transcription to the RMS incident and disclose to the Crown Attorney.
• Retrieve and transcribe all emergency calls and 911 calls containing direct evidence in accordance with the CTSP and within established timelines. Attach the transcription to the RMS incident and disclose to the Crown Attorney.
• Retrieve all breath room and cell block recordings. Submit in digital format and/or transcribe, as required. Attach all transcriptions to the RMS incident and disclose to the Crown Attorney.
• Retrieve and submit digitally and/or transcribe all other digital recordings requested by the Crown and approved by the Court Staff Sergeant or Sergeant. This may include CAD or dispatch recordings, surveillance or wiretap recordings, cell phone recordings, video recordings, voicemail, body-worn camera recordings, dash-cam’ recordings, Scenes of Crime Officer recordings, Forensic recordings, and unmanned aerial vehicle evidence. Where a transcription is required, complete in accordance with CTSP and within established timelines. Attach the transcription to the RMS incident and disclose to the Crown Attorney.
• Ensure the release of all information is done in accordance with Kingston Police policies, best practices, guidelines and legislation.
• Maintain a disclosure index for all matters where the Clerk has retrieved and submitted information to the Court. The Disclosure Index shall include, at minimum, a record of all evidence requested, and the manner in which it was retrieved and submitted to Court Services. Maintain monthly statistics.
• Process legal court documents and charges for various statutes and legislations involving but not limited to the Criminal Code of Canada (C.C.C.), Firearms Act (FA), Youth Criminal Justice Act (YCJA), Controlled Drugs and Substances Act (CDSA), Highway Traffic Act (HTA), Compulsory Automobile Insurance Act (CAIA), Provincial Offences Act (POA), Trespass to Property Act (TTPA) and Liquor Licence Act (LLA)
• Preparation of crown briefs (Bails, PTA’s, Form 9’s, Summons, Warrants, etc.) using EJust charge processing software and electronically disclosing all Criminal, Provincial and Municipal briefs to the appropriate courts
• Scanning of all non-electronic documents into the RMS, verifying the quality of the scanned documents and documents scanned into the General Occurrence by officers and other staff
• Ensure that charges, civilian witnesses and testifying officers are indexed and transferred from RMS into EJust
• Complete and redact an offender Criminal Record printout (CPIC and KO) for every brief completed with charges before the courts
• Regular liaising with members of the judiciary
• Review, vet, and disclose AXON digital evidence for charge packages.
• Typing, tracking and filing court documents
• Researching files to facilitate the person responsible for the serving of subpoenas for criminal and Highway Traffic Act or other provincial offence matters
• Ensure POA Files contain driver’s history from the Police Automated Information Registration System (PARIS)
• Respond to inquiries from officers and other agencies for court dates status of people before the courts and criminal and provincial EJust brief questions
• Respond to requests for action on documents as required
• Be available as a resource person for other members of Court Services Office and the Kingston Police at large especially as it relates to EJust and electronic disclosure
• Maintain and update Court files; ensuring file information is accurate and forwarded to Crown’s office electronically.
• Assist CPIC data entry with new or revised information as required
• Assist in maintaining office supplies for court personnel
• Respond to routine questions from Kingston Police employees
• Respond to questions from officers
• Assist when possible for end of year purging of files and ensuring retained files are properly archived and stored.
• Provide relief and coverage for the Kingston Police Court Clerk as needed.
• Perform such other duties as may be assigned from time to time.

Required Qualifications

• Have Grade 12 or equivalent.
• Have experience in a Records Unit, Court Unit, or data entry related position.
• Be proficient and skilled in the use of computer software, including but not limited to: RMS, Adobe Professional, Microsoft Word, EJust, NICE inform, Versaterm, Axon.
• Be able to pass psychological testing and assessment.

Closing Statement

Kingston Police hire on the basis of merit and are committed to reflecting the diversity of the Kingston community and Canada. We are also committed to ensure a non-discriminatory, barrier-free and accessible recruitment experience. Should you require accommodation through any stage of the recruitment process, please inform us by emailing recruitment@kingstonpolice.ca. Accommodations are available in accordance with the Ontario Human Rights Code (OHRC) and Accessibility for Ontarians with Disabilities Act (AODA).

We thank all who apply, however, only those selected for further consideration will be contacted. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.