Victoria Police Department

File Technician

POSITION: File Technician (2 positions*)
DEPARTMENT / DIVISION: Police / Information Risk Management / Information Support Services

Competition Number: P09-25
Date of Issue: July 16/2025
Closing Date: August 6/2025
Pay Group: $35.81/hr - CUPE Pay Grade 8
Number of Positions: 2
Duration: * 1 @ Regular Full-Time AND 1 @ Temporary Full-Time (term unknown)
Work Schedule: Monday through Friday, 35 hours per week.
To Apply: All submissions shall be sent electronically by 4:30pm on the above closing date and should include all qualifications and experience relevant to the position.

POSITION FUNCTION:
Provides technical advice to VicPD records custodians and staff and ensure VicPD records systems and processes comply with legislation and policy. Performs duties related to the collection, retrieval, sealing, storage and purging of VicPD records and files in both physical and electronic formats.

KEY DUTIES:

• Provides records management coordination and advisory services to clients (e.g., updates VicPD records custodians on legislative, policy and procedural requirements).

• Provides technical support and advice for management of automated records management systems and manual records processes.

• Maintain and organize physical and electronic files, ensuring accuracy, completeness, and proper indexing. Receive, scan, index, and archive documents in accordance with established procedures.

• Ensures the integrity of the records systems through compliance reviews, performs regular file audits and takes corrective action or develops remediation plans where deficiencies are found.

• Coordinates documentation, storage, retrieval and destruction of records.

• Maintains inventory systems and related access authorization documentation for records in offsite storage facilities.

• Ensures documentation and records management procedures are followed organization-wide in compliance with policy, procedure and best practice.

• Coordinates application, evaluation, and implementation of information management retention schedules.

• Supports and/or assists others as required, develops and delivers records management training.

• Enters, updates, modifies, and deletes files and images in the Police Records Management System and other systems and applications.

• Performs related duties as and when required.

INDEPENDENCE:

• Work is performed according to established policy and procedure or is assigned by Supervisor.

• Work is generated through court issued summons and subpoenas.

• Work is generated by operational demand.

• Problems involving deviations from departmental policy are referred to supervisor.

WORKING CONDITIONS:
Physical Effort:

• Sit with arms unsupported while keyboarding. (frequent)

• Prolonged sitting with restricted movement (occasional)

• Lift and carry medium weight stacks of files and boxes. (frequent)

• Work from ladders while filing. (occasional)

Mental Effort:

• Exposure to disturbing material. (occasional)

• Deal with multiple and continuous requests.

Visual/Auditory Effort:

• Focus on a variety of source data and VDT for short periods. (frequent)

Work Environment:

• Office.

• Exposure to dust and dirt while archiving.

KEY SKILLS AND ABILITIES:

• Type 60 wpm.

• Organize and prioritize work.

• Operate a variety of office equipment, including microfilm scanner.

• Deal effectively with the public and outside agencies.

• Maintain accurate records.

• Establish and maintain effective working relationships.

• Work efficiently with continuous interruptions.

QUALIFICATIONS:
Formal Education, Training and Occupational Certification:

• High school graduation.

• 1-year post-secondary education in records management or archival studies.

• Required to obtain security and criminal record clearance.

• Required to sign attestation of confidentiality.

Experience:

• 1 year of related experience or an equivalent combination of education and experience.

• Preference may be given to candidates with experience interpreting and applying legislation, regulations, and/or policies.

• Preference may be given to candidates with experience using Enterprise Document Records Management System or Microsoft SharePoint.

OTHER:

• May be requested to substitute in a more senior position.

• Required to obtain and maintain security and criminal record clearance.

• Required to sign attestation of confidentiality.

• This is a CUPE Local 50 Position.

• Job description: 4365.

Education : College, CEGEP or other non-university certificate or diploma from a program of 3 months to less than 1 year

Experience : 1 year to less than 2 years