Evidence Management Specialist (Permanent PT)
About the role
Deadline to Apply : Tuesday, November 11, 2025 at 11.59 PM
Employment Type: Permanent Part-Time
Base Location: HEADQUARTERS BUILDING , 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:
Processes, preserves and disposes of found and surrendered property and seized evidence for investigations and court, including: controlled drugs and substances, firearms, money, and other securities.
MAJOR DUTIES & RESPONSIBILITIES
• Receives, processes, stores, transports, reports on, and disposes of all property and evidence in accordance with legislation, procedures, and court orders.
• Maintains records, documentation, and/or reports concerning the handling and processing of all evidence and property; and maintains strict adherence to chain of custody to ensure integrity of all evidence.
• Maintains different databases of property and evidence in the possession of the police service, including the Records Management System (RMS), the Legacy System, and the RCMP’s Public Agency Identification Number (PAIN) system; and files related hard copy documentation in accordance with applicable retention procedures.
• Provides guidance and education to members of the Service pertaining to legislation, procedures and court orders; and escalates non-routine inquiries to the Sergeant, Evidence Management as needed.
• Conducts queries of RMS, ICON, CPIC, and PAIN systems to determine the status of property and evidence, including eligibility for destruction or return to owner.
• Safeties all firearms within possession of the Evidence Management Unit to ensure all firearms are unloaded and locked.
• Verifies and processes all firearms in accordance with the Firearms Reference Table; and ensures proper reporting to the RCMP and Ministry, storage and/or destruction of firearms, and prohibited/restricted weapons.
• Processes powdered substances for analysis by Health Canada; and prepares reports to Health Canada to obtain authorization to dispose of controlled drugs and substances.
• Ensures hazardous property, including firearms and controlled drugs and substances, is processed by members in accordance with safe work instruction and applicable safe handling procedures.
• Maintains detailed notes and records to support the creation of court documents (e.g. affidavits) and ensure Crown disclosure obligations are met.
• Contacts officers to clarify occurrences with missing information, dispositions or charge wordings, and incomplete or incorrect packaging.
• Exchanges information with Courts, the Crown’s Office, and external police agencies regarding the status of property, evidence, exhibits, and court orders.
• Facilitates the intake and return of property and evidence for members of the general public on a regular basis and provides general information to the public about legislation and procedure.
• Provides court testimony in relation to the handling and processing of powdered substances.
• Photographs powdered substances and drug paraphernalia as directed.
• Coordinates the removal of all seized vehicles related to drug offences; completes appropriate documentation and liaises with towing companies and Seized Property Management Directorate.
• Acts as subject matter expert and provides information to support the development of policies, processes, and procedures as needed.
• Supports the development of training materials for the administration of property and evidence; and presents at in-service training sessions as directed.
• Organizes and documents property eligible for auction and reconciles payments received from the auction house against the inventory of property sent to auction.
• Manages the intake and tracking of money to ensure compliance with applicable legislation and finance procedures for the deposit of funds and issuance of payments made.
• Assists with the completion of annual inventories and organizational audits, as required.
• Responsible for providing guidance and practical training to new and temporary employees assigned to the Unit, including summer co-op students.
• Performs other related duties as assigned.
SKILL
• Proficiency in reading, writing, mathematical, and communications skills is required, normally attained through the successful completion of an Ontario Secondary School Diploma or equivalent.
• Knowledge of standardized administrative procedures and processes including filing, file management, file retention, and document organization normally acquired through previous professional office experience.
• Skill in the operation of a personal computer with proficient keyboarding and data entry skills and knowledge of Microsoft Office programs including Word, Excel, PowerPoint and Outlook. Previous experience with the regulation, practices, and processes of the criminal justice system is an asset.
• Previous experience completing inventories and/or supporting audits (e.g. compliance/spot checks, inventory audits) is an asset.
• Ability to preserve and process evidence; document and preserve continuity of evidence; observe minute detail; manage equipment and supplies with strict adherence to health and safety procedures.
• Proven organizational, multi-tasking, time management, and planning skills required to manage competing priorities in a fast-paced, constantly changing environment.
• Acquired knowledge of police computer networks and systems such as the Police Records Information Data Entry system (PRIDE) Records Management System (RMS), the Intranet, the Canadian Police Information Centre (CPIC) system, the RCMP’s Public Agency Identification Number (PAIN) system, and the Integrated Court Offences Network (ICON) to perform data entry and queries, locate information, and generate reports.
• Ability to comprehend, reference, and apply various procedures, regulatory guidelines (e.g. Health Canada), court orders, and legislation, including: the Criminal Code, Controlled Drugs and Substances Act, Police Services Act, Firearms Act, and other relevant legislation to ensure compliance with the preservation, control, and disposition of property and evidence.
• Excellent verbal and written communication skills required to clearly articulate evidence handling processes, to remain composed and succinct when testifying in Court, and to support the development of Service procedures and unit standard operating procedures. Communication must be tailored to audiences with varying understanding of the subject matter.
• Excellent interpersonal and conflict resolution skills, with the ability to be tactful, professional, and diplomatic when interacting with a variety of internal and external contacts who may be impatient or difficult.
• Strong problem solving skills are required to address issues and identify solutions; refers all non-routine issues to Sergeant, Evidence Management.
• Excellent attention to detail is required to ensure completeness and accuracy of notes/records.
• Ability to participate as an effective team member and to support and project values compatible with the organization.
• A valid Class ‘G’ Ontario Drivers’ License with no more than six (6) demerit points required to travel within the region.
• Ability to meet police security clearance requirements, and to maintain confidentiality.
• Ability to meet testing, and security clearance requirements for the position.
About WATERLOO REGIONAL POLICE SERVICE
At the Waterloo Regional Police Service, we believe strongly in community policing and are committed to making a difference in the many diverse and vibrant neighbourhoods of Waterloo Region.
We are the seventh largest police service in the province of Ontario and under the governance of the Police Services Board and the leadership of Chief Bryan M. Larkin. Waterloo Regional Police serve the municipalities of Kitchener, Waterloo and Cambridge and the Townships of Wellesley, Wilmot, Woolwich and North Dumfries.
The Waterloo Regional Police Service is committed to strengthening public safety and quality of life by working in partnership with the community in crime prevention, law enforcement, and providing assistance to all those who need our help and believe strongly in our vision that if every person contributes to a safe Waterloo Region, current and future generations will thrive.
We provide professional service to the community and our members offer specialized skills and expertise. Civilian members are hired to work in areas such as; Communications, Information Processing Specialists, Special Constables, Information Technology, Human Resources, Forensic Technicians, and Administrative positions.
Officers provide operational police service to the community consisting of frontline patrol, detectives, school resource, and special response. Officers undergo ongoing training - both mandated and developmental - in order to keep their knowledge and skills up to date. Collectively, the members of the organization work towards the objectives of the Strategic Business Plan and within the best interests of the community and the policing profession.
Evidence Management Specialist (Permanent PT)
About the role
Deadline to Apply : Tuesday, November 11, 2025 at 11.59 PM
Employment Type: Permanent Part-Time
Base Location: HEADQUARTERS BUILDING , 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:
Processes, preserves and disposes of found and surrendered property and seized evidence for investigations and court, including: controlled drugs and substances, firearms, money, and other securities.
MAJOR DUTIES & RESPONSIBILITIES
• Receives, processes, stores, transports, reports on, and disposes of all property and evidence in accordance with legislation, procedures, and court orders.
• Maintains records, documentation, and/or reports concerning the handling and processing of all evidence and property; and maintains strict adherence to chain of custody to ensure integrity of all evidence.
• Maintains different databases of property and evidence in the possession of the police service, including the Records Management System (RMS), the Legacy System, and the RCMP’s Public Agency Identification Number (PAIN) system; and files related hard copy documentation in accordance with applicable retention procedures.
• Provides guidance and education to members of the Service pertaining to legislation, procedures and court orders; and escalates non-routine inquiries to the Sergeant, Evidence Management as needed.
• Conducts queries of RMS, ICON, CPIC, and PAIN systems to determine the status of property and evidence, including eligibility for destruction or return to owner.
• Safeties all firearms within possession of the Evidence Management Unit to ensure all firearms are unloaded and locked.
• Verifies and processes all firearms in accordance with the Firearms Reference Table; and ensures proper reporting to the RCMP and Ministry, storage and/or destruction of firearms, and prohibited/restricted weapons.
• Processes powdered substances for analysis by Health Canada; and prepares reports to Health Canada to obtain authorization to dispose of controlled drugs and substances.
• Ensures hazardous property, including firearms and controlled drugs and substances, is processed by members in accordance with safe work instruction and applicable safe handling procedures.
• Maintains detailed notes and records to support the creation of court documents (e.g. affidavits) and ensure Crown disclosure obligations are met.
• Contacts officers to clarify occurrences with missing information, dispositions or charge wordings, and incomplete or incorrect packaging.
• Exchanges information with Courts, the Crown’s Office, and external police agencies regarding the status of property, evidence, exhibits, and court orders.
• Facilitates the intake and return of property and evidence for members of the general public on a regular basis and provides general information to the public about legislation and procedure.
• Provides court testimony in relation to the handling and processing of powdered substances.
• Photographs powdered substances and drug paraphernalia as directed.
• Coordinates the removal of all seized vehicles related to drug offences; completes appropriate documentation and liaises with towing companies and Seized Property Management Directorate.
• Acts as subject matter expert and provides information to support the development of policies, processes, and procedures as needed.
• Supports the development of training materials for the administration of property and evidence; and presents at in-service training sessions as directed.
• Organizes and documents property eligible for auction and reconciles payments received from the auction house against the inventory of property sent to auction.
• Manages the intake and tracking of money to ensure compliance with applicable legislation and finance procedures for the deposit of funds and issuance of payments made.
• Assists with the completion of annual inventories and organizational audits, as required.
• Responsible for providing guidance and practical training to new and temporary employees assigned to the Unit, including summer co-op students.
• Performs other related duties as assigned.
SKILL
• Proficiency in reading, writing, mathematical, and communications skills is required, normally attained through the successful completion of an Ontario Secondary School Diploma or equivalent.
• Knowledge of standardized administrative procedures and processes including filing, file management, file retention, and document organization normally acquired through previous professional office experience.
• Skill in the operation of a personal computer with proficient keyboarding and data entry skills and knowledge of Microsoft Office programs including Word, Excel, PowerPoint and Outlook. Previous experience with the regulation, practices, and processes of the criminal justice system is an asset.
• Previous experience completing inventories and/or supporting audits (e.g. compliance/spot checks, inventory audits) is an asset.
• Ability to preserve and process evidence; document and preserve continuity of evidence; observe minute detail; manage equipment and supplies with strict adherence to health and safety procedures.
• Proven organizational, multi-tasking, time management, and planning skills required to manage competing priorities in a fast-paced, constantly changing environment.
• Acquired knowledge of police computer networks and systems such as the Police Records Information Data Entry system (PRIDE) Records Management System (RMS), the Intranet, the Canadian Police Information Centre (CPIC) system, the RCMP’s Public Agency Identification Number (PAIN) system, and the Integrated Court Offences Network (ICON) to perform data entry and queries, locate information, and generate reports.
• Ability to comprehend, reference, and apply various procedures, regulatory guidelines (e.g. Health Canada), court orders, and legislation, including: the Criminal Code, Controlled Drugs and Substances Act, Police Services Act, Firearms Act, and other relevant legislation to ensure compliance with the preservation, control, and disposition of property and evidence.
• Excellent verbal and written communication skills required to clearly articulate evidence handling processes, to remain composed and succinct when testifying in Court, and to support the development of Service procedures and unit standard operating procedures. Communication must be tailored to audiences with varying understanding of the subject matter.
• Excellent interpersonal and conflict resolution skills, with the ability to be tactful, professional, and diplomatic when interacting with a variety of internal and external contacts who may be impatient or difficult.
• Strong problem solving skills are required to address issues and identify solutions; refers all non-routine issues to Sergeant, Evidence Management.
• Excellent attention to detail is required to ensure completeness and accuracy of notes/records.
• Ability to participate as an effective team member and to support and project values compatible with the organization.
• A valid Class ‘G’ Ontario Drivers’ License with no more than six (6) demerit points required to travel within the region.
• Ability to meet police security clearance requirements, and to maintain confidentiality.
• Ability to meet testing, and security clearance requirements for the position.
About WATERLOO REGIONAL POLICE SERVICE
At the Waterloo Regional Police Service, we believe strongly in community policing and are committed to making a difference in the many diverse and vibrant neighbourhoods of Waterloo Region.
We are the seventh largest police service in the province of Ontario and under the governance of the Police Services Board and the leadership of Chief Bryan M. Larkin. Waterloo Regional Police serve the municipalities of Kitchener, Waterloo and Cambridge and the Townships of Wellesley, Wilmot, Woolwich and North Dumfries.
The Waterloo Regional Police Service is committed to strengthening public safety and quality of life by working in partnership with the community in crime prevention, law enforcement, and providing assistance to all those who need our help and believe strongly in our vision that if every person contributes to a safe Waterloo Region, current and future generations will thrive.
We provide professional service to the community and our members offer specialized skills and expertise. Civilian members are hired to work in areas such as; Communications, Information Processing Specialists, Special Constables, Information Technology, Human Resources, Forensic Technicians, and Administrative positions.
Officers provide operational police service to the community consisting of frontline patrol, detectives, school resource, and special response. Officers undergo ongoing training - both mandated and developmental - in order to keep their knowledge and skills up to date. Collectively, the members of the organization work towards the objectives of the Strategic Business Plan and within the best interests of the community and the policing profession.