Position Purpose

Please note this is a temporary Job Share opportunity. As per Schedule “F” of the Civilian Working Agreement, “Job Share” definition means two members occupy one complement position, the duties of which they are both qualified to perform, so they equally share the responsibilities, remuneration and benefits of that position.

Major Duties & Responsibilities

Receive and disseminate letter file requests and follow up.
File, sort, scan and organize electronic and physical files.
Word process, photocopy and disseminate memos, letters and reports.
Sort and disseminate incoming mail and record responses.
Maintain office supplies and equipment by taking inventory, ordering and receiving supplies and organizing and maintaining supply room; maintain service and supplies for office equipment (faxes, printers, etc.)
Schedule meetings, meeting rooms and travel arrangements for unit members.
Respond to internal inquiries and requests for information, take messages and direct calls.
Gather and research information requested by Supervisor.
Take minutes at meetings as required.
Maintain correspondence, information and confidential personnel files against retention schedule.
Compile and maintain unit statistics. Prepare statistical reports as required.
Update and track unit logs.
Track notebooks and input into inventory system.
Conduct queries on systems.
Submit internal applications and forms on behalf of unit members.
Track and process monthly credit card expenses for all major credit cards issued to Unit members.

Education, Licensing & Certifications

Experience

Skills

Knowledge of Versadex, CPIC, CNI, PARIS,and Speedtrack, and a working knowledge of Microsoft Office applications.

Critical Incident Scribe Certification, IMS 100 Incident Management System Certification and ICS100 Incident Command System Level 100 Certification are required for the Administrative Assistant assigned to the Emergency Response Unit is mandatory in the position.

Problem solving abilities in order to prioritize a multitude of tasks from various members of the unit and deal with incoming inquiries from YRP members, other agencies, and members of the public.

Communication and interpersonal skills to interact with YRP members, other police services and outside affiliate agencies, and members of the public in order to take messages, refer to the appropriate party or explain and exchange information and answer straightforward inquiries regarding ongoing investigations.

Organizational and planning skills and ability to complete a multitude of tasks simultaneously.

Customer service skills and ability to deal with calls of a sensitive nature.

Quick response and judgement skills. Effective listening skills when performing Scribe duties.