Part-Time Information Management Clerk

GREATER SUDBURY POLICE SERVICE
Invites applications for the position of
Permanent Part Time Information Management Clerk

Hours of Work: 12-hour shift schedule - days and nights 

Position Summary:

The position responsible for the entry, maintenance, and preservation of records and information related to police occurrence reports within applicable police databases, the Canadian Police Information Centre (CPIC) and the records management systems (RMS) In addition, the Information Management Clerk supports the flow of information throughout the organization to support investigations, prosecutions, deployment of resources, reporting and data analytics.

Specific Tasks & Responsibilities:

Data Entry/File Management

• Reviews police occurrence reports within the officer reporting application and prioritizes the order of completion based on the level of importance and in accordance with Greater Sudbury Police Service (GSPS) policies and procedures.
• Enters occurrence reports, supplementary reports, victim reports, arrest reports, motor vehicle reports, CPIC Maintenance, Case files into the Records Management System (RMS).
• Enters, links, and verifies names/addresses/phone numbers/vehicles/licence plates/securities/property within RMS daily.
• Adds, modifies, removes and queries applicable information in the Canadian Police Information Centre (CPIC) system.
• Tasks officers through RMS to clarify information or obtain missing information.
•  Queries the RMS CPIC to prepare files for court.
• Reviews scanned documents; utilizes the Bulk Document Loader module to import documents into the RMS; and classifies and codes each electronic document.
• Acquires advanced level knowledge and understanding of police and court documents, applicable legislation and processes, and the functions of the records management system (RMS) and CPIC system, through specialized training and ongoing professional development. 
• Queries multiple information systems and sources, including continuous information exchange with external police agencies and justice partners at the local, provincial, national and on occasion, international level.
• Ensures the accuracy and validity of information in RMS and CPIC; identifies and communicates discrepancies to the originator for clarification or correction. 
• Acts as a resource to implement or recommend changes to processes and procedures relevant to information management. 
• Communicates processes and procedures related to information management to members, including those in senior positions; utilizes tact and diplomacy to ensure compliance and understanding.
• Comprehends and applies legislation, policies, and procedures, to police or court related documents to ensure appropriate action is taken and protect the unlawful dissemination of information. 
• Collaborates with immediate work team, larger branch team, sworn members and other Branches/Divisions responsible for information sharing and information management. 
• Analyzes multiple information sources and take appropriate action or make recommendations based on procedures and training.
• Ensures records retention in accordance with applicable legislation and procedures.
•  Provides guidance and practical training to new and temporary employees, as assigned.
• Refer unusual requests to supervisor for review.
• Performs 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 of data entry policies and functional use of the current Records Management System (RMS) and the Canadian Police Information Centre (CPIC).
• Knowledge and experience utilizing Microsoft Office (Outlook and Word) and PDF 
• software.
• Knowledge of Police Service activities, police protocol, and procedures necessary to ensure accuracy and completeness of documents.
• Demonstrated analytical thinking, observation, and problem-solving skills.

Assets:

• Successful completion of the C.P.I.C. Terminal Operator’s Course from the Ontario Police College or the CPIC Maintenance Course (CMC) from Ontario CPIC Field Ops.
• Bilingualism (English/French) considered an asset.

Skills:

• Demonstrates flexibility, resiliency, and agility to deal with a dynamic and changing workload as well as ongoing changes to practices and processes.
• Continuous and fast-paced on-the-job training and skills development requires a commitment to self-improvement and professional development, and ability to receive and apply feedback.
• Superior organizational skills to prioritize workload and balance completing priorities
• Strong professional judgement when interacting with a variety of stakeholders including members and justice sector agencies at a local, provincial, national (e.g., RCMP), and on occasion international (e.g., Interpol) level.
• High degree of interpersonal skills to work collaboratively in a large team environment to complete assignments, problem solve and recommend changes to current processes, systems, and procedures.
• Demonstrated aptitude to comprehend and apply legislation, regulation, procedure, and documentation generated by the criminal justice system.
• High degree of attention to detail and effective proofreading, to identify errors or omissions under time constraints and ensure high-quality work within established performance targets.
• Capacity to retain and recall large amounts of technical information.
• Concise and clear written abilities to communicate pertinent and time sensitive information to a variety of stakeholders.
• Excellent comprehension skills are required to capture details when entering information into systems or analyzing information from multiple sources.
• Ability to maintain confidentiality.

Salary:

$30.33 - $38.02

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 this posting is required. 

Application deadline: Monday, May 11th, 2026 at 0800hrs.