Job Information

Overall Purpose

• Under the supervision of the Supervisor CPIC, and as part of a team, the CPIC Operators is responsible for responding to internal and external requests for CPIC in support of Police Operations through authorized secure communication portals (i.e. RCMP CPI Centre and Agency specific applications) maintaining confidentiality:
  • Continually prioritizes requests based on priority as governed by procedures, policy, RCMP CPIC guidelines, RCMP Data Classification and Protection, Provincial Adequacy standards, Federal and Provincial Legislation, and Privacy legislation.
  • Provide real time CPIC support to OPS frontline patrol officers, investigators, the Communications Centre and all other CPIC system users
  • Maintain the integrity of data within CPIC and other operational critical databases in accordance to legislated guidelines.
  • Confirm the accuracy and validity of information with the originating agency or record owner of any hit received from CPIC that is subject to an action (e.g. arrest, detention, seizure, etc.).
  • Supports the effective operation of CPIC unit and the Records & Information section, with a focus on teamwork.

Major Responsibilities

• Continually prioritizes requests based on priority as governed by procedures, policy, RCMP CPIC guidelines, RCMP Data Classification and Protection, Provincial Adequacy standards, Federal and Provincial Legislation and Privacy legislation:
  • Receive, assess, and triage CPIC requests from multiple control points simultaneously and assign priority in accordance with the CPIC system’s mandate of officer and public safety.
  • Gather, assess, collate and determine relevant information from various databases requiring the use of numerous applications including CPIC, specialized OPS applications, and external applications.
  • Review, disseminate and respond to requests from other CPIC Agencies, Law Enforcement Services, and Judicial Partners.
  • Generate, maintain and conclude RMS flag records related to subject sign-in conditions; monitor and disseminate the RMS Flag handle for overdue sign-ins, and confirm sign-in conditions are still valid.
  • Create and submit RMS General Occurrences and / or Court Folders for Judicial Partners without CPIC access to manage and maintain their 3rd party CPIC Entries i.e. civil warrants, small claims court warrants, restraining orders, probation services charges and warrants, transferred probation orders from other provinces, and provincial warrants.
• Provide real time CPIC support to OPS frontline patrol officers, investigators, the Communications Centre and all other CPIC system users:
  • Respond to inquiries from OPS members regarding the CPIC system and provide assistance in obtaining required investigative information from external agencies.
  • Liaise with and provide operational support to the Duty Staff Sergeants, the Cellblock Sergeants and Specialty unit investigators regarding external agency warrant return confirmations and subject transport logistics.
  • Liaise with and provide to operational support police officers during active service calls through the provision of information from CPIC and / or RMS.
  • Compose, send, distribute and follow-up on all CPIC narrative messaging related to CPIC Entries, CPIC Broadcasts; CPIC Provincial or Zone Alerts, ongoing investigations and / or Officer / Public Safety.

Major Responsibilities (continued)

• • Communicate and collaborate with external agencies on an ongoing basis regarding active investigations in order to ensure a timely follow-up on outstanding requests; update relevant information to the report accordingly and disseminate the information to the investigating officer.
  • Process, maintain, audit, monitor, analyze, correspond, and disseminate highly sensitive covert information to and from intelligence units using a restricted intelligence databank accessed directly through RCMP CPIC Web interface.
  • Assist in the interpretation of CPIC query results and a wide variety of CPIC related questions for internal personnel and external police agency personnel.
• Maintain the integrity of data within CPIC and other operational critical databases in accordance to legislated guidelines:
  • Add, remove, maintain, verify and modify entries within the four (4) categories of the Investigative CPIC databank (Persons, Vehicles, Property, and Marine) and the Intelligence CPIC databank (Special Interest Police, Surveillance Persons, Surveillance Vehicles, and Surveillance Boats).
  • Liaise with Central / Court Cell Blocks, Court Liaison and Provincial Court to ensure release orders are disseminated and are entered properly in RMS to generate a CPIC System Hit in accordance with legislated timelines.
  • Verify and validate all entries made to the CPIC database to ensure accuracy.
  • Conduct RCMP issued monthly quality assurance of CPIC Entries subject to a retention cycle for renewal or purge or subject to a validation cycle further to RCMP and OPS CPIC guidelines, processes, and policies.
  • Communicate, follow-up, troubleshoot, monitor and rectify discrepancies, inconsistencies and / or outstanding information necessary respecting CPIC.
  • Scan, code, and attach all non-electronic documentation into RMS General Occurrences, and complete quality assurance on the images in preparation for electronic disclosure in court proceedings, digital accessibility for investigative purposes and compliance to CPIC System auditing.
  • Maintain hardcopy CPIC Entries with their supporting documentation as operationally required.

Major Responsibilities (continued)

• • Monitor, transcribe, and route information from the Transcription Queue, update entities, detail pages UCR codes, and court folders as required as well as access to private reports.
  • Modify Master Name Index (MNI) File
  • In support of quality assurance, liaise with officers and Police Reporting Unit agents respecting incomplete report entries (i.e. missing mandatory fields) observed through workflow.
• Supports the effective operation of CPIC unit and the Records & Information section, with a focus on teamwork.
  • Train and supervise students assigned to the CPIC Section.
  • Train and coach new members of the CPIC Unit in accordance with the established training plan and continue to mentor and assist other CPIC Operators as required.
  • Communicate and coordinate with OPS I.T and the RCMP Help Desk and / or Ancillary Databank contributing Agencies to perform and complete test functions, scheduled maintenance cycles, trouble shoot application issues, and follow-up on open service tickets and to disseminate all CPIC System Outage notifications to OPS.
  • All CPIC Operators are required to obtain Commissioner of Oath status and perform related duties as necessary which may include testifying in court.
  • Operationally support the Report Analyst Unit daily between 0200hrs and 0600hrs:

Statement of Required Qualifications

EDUCATION AND EXPERIENCE

• Completion of Secondary School - Grade 12 or equivalent, plus one (1) year relevant post secondary education.
• Experience and formal training combined may substitute for stipulated education requirements.
• Minimum of six (6) months experience working in a police or comparable environment dealing with highly confidential electronic records or information i.e. police and court related documents.

LANGUAGE

• English – fluency in oral, reading, and writing.

Certifications and Licences

N/A

In service Training

• The following mandatory training and education is provided to all employees of the OPS:
  • Occupational Health & Safety.
  • Respectful Workplace.
  • Violence in the Workplace.
  • Accessibility for Ontarians with Disabilities Act (AODA).
  • Equity, Diversity & Inclusion (EDI).
• On the Job Training consists of the following elements:
  • Successful completion of the CPIC Query Narrative online training provided through the Canadian Police Knowledge Network is required as soon as the training is available.
  • Successful completion of National Policing System certifications taught at the Ontario Police College and/or RCMP Headquarters is required as soon as the training is available.
  • Assigned to a Trainer learning about the theoretical, practical and technical knowledge and skills required to become a successful CPIC Operator.
  • Learning the Organization’s structure and mandates is required to manage information flow.
  • Provincial Adequacy Standards / Ministerial Directives related to CPIC System Entries
  • Privacy Legislation (Municipal, Provincial and Federal) related to the release of RMS / CPIC information.

Job Knowledge

• Working knowledge of the Organization’s Mission, Vision and Values.
• Detailed knowledge of Police Records Management Systems.
• General knowledge of Federal Codes, Provincial and Municipal Acts or Statutes including Criminal Code of Canada, Youth Criminal Justice Act, Controlled Drugs and Substances Act, Family Law Act, Mental Health Act, Highway Traffic Act and City By-Laws, Liquor License Act, Trespass to Property Act, etc.
• General knowledge of the judicial structure, processes, documentation and programs.
• General knowledge of other police applications and tools used as secondary resources in the ongoing maintenance of the CPIC System information. (Intellibook, E-Just, ICON, Carfax, custom RMS reports, etc.)
• Working knowledge of corporate software packages including Microsoft Outlook, Microsoft Office (Word, PowerPoint and Excel).

OPS Competencies

Hours of Work

Effort and Working Conditions

• The incumbent must be able to work shifts as designated in the “Hours of Work” section of the job description.
• Constant interruptions are experienced as a result of the Frontline Service Delivery obligations.
• A high level of concentration, accuracy and attention to detail is required.
• Exposure to information of a violent, sexual and / or graphic nature which may be disturbing.
• Work requires sitting for long periods during a shift, operating in a simultaneous computer atmosphere, keyboarding and the extended use of a telephone with a headset while reviewing, maintaining and distributing information.
• Ability to work for long periods with a high degree of focus and confidence, sometimes in complete isolation from other Units or Employees.
• Work is generally performed in an open concept cubicle setting and secured office environment.
• Bending and lifting is required to locate, pull and file CPIC Entries and related supporting documentation in cabinets.
• The nature of the job can lead to occasional to infrequent situations involving high level of stress and emotions for the incumbent during active police calls.

Desired Qualifications

• Oral, reading, and writing fluency in French or other languages.
• Previous experience and knowledge of a Records Management System (RMS) and the CPIC System.