Administrative Coordinator - Operations

Victoria Police Department•Victoria, BC

11d•Onsite

About The Position

This role provides administrative support to the OIC’s, Managers, and Supervisors within the uniformed divisions of the Police Department, specifically the Patrol Division and Community Services Division (CSD), and their individual portfolios. A key responsibility includes overseeing the Law Enforcement Notifications (LENS) and Court Denotifications process to ensure court availability of police members. The position also involves creating and maintaining department scheduling.

Requirements

Type 60 wpm
Working level operation of MS Office 365 programs
Organize and prioritize work
Communicate effectively verbally and in writing
Working level knowledge of JUSTIN Court Scheduling System
Familiarity with various acts and legislation, including the Freedom of Information and Protection of Privacy Act and the Information Management Act
Deal effectively with the public and outside agencies
Establish and maintain effective working relationships
Accurately transcribe multi-voice interview recordings
Operate a variety of office equipment
Take and transcribe action minutes
Maintain accurate records
High school graduation
Secretarial course (6 months)
2 years of related experience or an equivalent combination of education and experience
Obtain security and criminal record clearance
Sign attestation of confidentiality

Nice To Haves

May be requested to substitute in a more senior position.

Responsibilities

Build and maintain master work schedules and process leave requests for Patrol, CSD, Community Engagement Division (CED), and IT.
Receive and process LENS for all sworn officers, entering information into the court computer system and distributing LENS to the appropriate division.
Support officers in tracking and coordinating availability, conflicts, and denotifications using departmental scheduling software, noting reasons and dates, and ensuring overtime is minimized.
Record court overtime costs for budget information and submission to payroll.
Track and submit weekly timesheets and other reports.
Provide training to police officers on the department scheduling software.
Respond to inquiries from staff, the public, other departments, and outside agencies regarding court schedules.
Provide administrative support to the OIC’s and Supervisors of Patrol and CSD, including preparing routine and confidential letters, memos, reports, and legal documents.
Transcribe and distribute meeting minutes.
Compile statistical data for staffing, overtime tracking, and officer deployment.
Maintain divisional filing systems, financial records, schedule appointments and meetings, and arrange facilities and travel.
Transcribe multiple-voice recordings, administer the audio/video recording transcription register, ensuring priority requests are identified and processed.
Create and update various forms for use in the division and department.
Perform related duties where qualified.