Greater Sudbury Police Service
Invites applications for the position of
Temporary Full-Time - Access to Information Clerk

Position Summary:

The Access to Information Clerk processes various release of information requests including
Court Motions and Orders, Record Checks, General and MVC Reports; collects fees for services
offered online and in person, and answers the Services’ main switchboard line. Further, the
Access to Information Clerk serves as a liaison between the general public and Information
Management Branch by providing customer service through telephone and office reception.

Specific Tasks and Responsibilities

• Provide optimal customer service to the public at the front counter.
• Answer the switchboard and unit lines, forwarding calls as directed and/or taking messages.
• Provide information regarding fees, forms, and requirements for each type of police record check, fingerprinting, Records Suspensions, and Release of Information requests.
• Purging of files as determined by court dispositions, regulatory requirements, and GSPS procedure.
• Process Record Suspensions, Destruction of Fingerprint requests, Deceased Files, Trespass Notices, and Insurance Payouts/Requests for Restitution.
• Process Criminal Record Checks by researching and compiling information through CPIC, Criminal Name Index (CNI), RMS, and old file queries. Further, to conduct checks for 2 Record Suspensions, Non-disclosure, and Conditional Discharges in accordance with LEARN Guidelines.
• Process Release of Information requests by determining if the information can be released and redact information as per the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), the Youth Criminal Justice Act (YCJA), and OACP LEARN Disclosure Guidelines and procedures.
• Schedule and fingerprint members of the general public who require civil fingerprints for various reasons sending them to the RCMP for verification.
• Prepare and process requests for disclosure specific to Family Court and Office of the Children’s Lawyer received via Motion/Court Orders.
• Mail distribution and delivery of mail to the City of Greater Sudbury.
• Shipping/receiving duties and recording entries of courier items.
• Notify departments and officers of supplies and/or equipment for pick-up.
• Retrieval/returning of reports and records from computerized and/or off-site storage.
• Receives correspondence, phone calls, and inquiries from GSPS members, the public, Probation and Parole, other police agencies, Immigration, Detention Centers, National Parole Board, Criminal Injuries Compensation Board, lawyers, and insurance companies and responds to numerous questions about fingerprint destruction, pardons, criminal files, or provides related routine documentation and information.
• Verifies proper identification and proof of residence documentation (where applicable) prior to the collection of fees for police Record Checks, Release of Information requests, fingerprint and photograph destruction, and other services provided.
• Completes daily and weekly deposit processes.
• Refer unusual requests to the Supervisor for review.
• Ensures records retention in accordance with applicable Retention schedule, legislation, and procedures.
• Other duties as assigned.

Qualifications:

• Successful completion of Secondary School (Grade 12) or equivalent.
• Six (6) months but less than one (1) year of previous experience.
• Demonstrated knowledge and experience in using fully programmable micro-computers and related software (i.e., Microsoft Word, Excel, and Adobe Acrobat).
• Ability to meet police security clearance requirements and to maintain confidentiality.
• Must be physically capable of lifting and carrying heavy items up to 35 lbs.
• Must possess a valid Ontario Class “G” Driver’s License with good driving abstract.

Assets:

• Knowledge of the services offered in the Information Management Branch.
• Good knowledge of office procedures and routines required through related experience.
• Acquired knowledge of the confidentiality and privacy provisions contained in legislation, procedure, and policy that protect the unlawful dissemination of information, including highly sensitive material such as mental health information and surveillance/intelligence communications.
• Demonstrated knowledge, understanding, and experience of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and its application to Record Releases and various other legislation and guidelines.
• Knowledge of policies and procedures for Criminal Record Checks, Release of Information, and LEARN guidelines.
• Bilingualism (English/French) is an asset.

Skills:

• Excellent interpersonal and customer service skills are required to build a rapport with the general public, assist individuals with language barriers, manage inquiries, de-escalate unpleasant or difficult interactions, and provide information in a tactful and sensitive manner.
• Proven attention to detail to ensure documentation is released in accordance with regulatory requirements.
• Strong oral and written communication skills.
• Demonstrated analytical thinking, observation, and problem-solving skills.
• Ability to work independently and collaboratively as part of a team.
• Ability to participate as an effective team member and to support and project values compatible with the organization.
• Ability to learn, understand, and work within the confines of the police computer networks such as RMS, CPIC System, and PIP System
• Ability to obtain knowledge of GSPS policies, procedures, and practices, Police Record Check software, Information Management Branch general policies, practices, and procedures.
• Ability to obtain knowledge and understanding of police records file keeping, storage, and query methods, the judicial system, court-related terminology and processes, and police-related agencies.
• Ability to comprehend, reference, and apply various procedures, guidelines (i.e., OACP LEARN) and legislation, including the Police Record Check Reform Act, the Criminal Code, the Criminal Records Act, the Youth Criminal Justice Act (YCJA), the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act (AODA), and the CPIC Policy and User Manual.
• Ability to read and apply RMS reports, Record Suspensions, court dispositions, CPIC, and Criminal Name Index (CNI) reports.
• Proven organization, multi-tasking, time management, and planning skills required to manage competing priorities in a fast-paced, constantly changing environment involving sensitive material.
• Must comply with the Oath of Secrecy and keep all information confidential.
• Use decision- making and communication skills to effectively respond to general inquiries, requests for disclosure, and police Record Checks, either in person or via telephone, in accordance with departmental policies and procedures.

Hours of Work: Monday-Friday (8) eight hours days.

Salary: $28.18-$35.32 per hour

Note: The above position description outlines the principal functions of the job identified and
shall not be considered a detailed description of all the work requirements that may be inherent
in this job.

Appropriate accommodations will be provided upon request throughout the hiring process as required under the Greater Sudbury Police Services Employment Accommodation Policy and the Accessibility for Ontarians with Disabilities Act (AODA).

The selection process will reflect the dedication of the Greater Sudbury Police Service to the principles of Equal Opportunity.

We thank all applicants, however only those selected for an interview will be contacted.

Cover letter and resume relating your knowledge, skills, and experience to the qualifications listed in the posting is required.

Application Deadline: Thursday, July 3rd, 2025 at 0800hrs.