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Job Description & How to Apply Below
Oak Bay Police Department
Police Records Specialist
Compensation:
$74,085 to $80,924
(65%–71% First Class Constable)
Compensation shown is based on 2024 Oak Bay Police Association Collective Agreement rates and is subject to any retroactive adjustments resulting from the successor collective agreement.
Final date to receive applications: July 31, 2026 at Midnight
Employment Type:
Permanent Full-Time Employee (Union Position—Oak Bay Police Association)
The District of Oak Bay is a picturesque oceanfront community within the Greater Victoria area, only a short commute to downtown Victoria. While offering all the amenities of a large metropolitan urban centre, Oak Bay has succeeded in maintaining a sense of community and charm. This progressive organization is committed to public safety, community engagement, and a strong sense of pride in the connection between the municipality and its 18,000 residents.
The Oak Bay Police Department is seeking a highly motivated, detail-oriented professional to fill the role of Police Records Specialist. This position plays a key role in supporting operational policing through the accurate management, processing, and disclosure of police records, while also providing front counter and public service support.
The Police Records Specialist ensures the integrity, security, and accessibility of confidential information, supporting investigative processes, court requirements, and legislative compliance. Working closely with sworn members, internal staff, and external justice partners, this role contributes directly to the department's commitment to transparency, accountability, and excellent service delivery.
Why This Role Matters
The Police Records Specialist is a vital member of the Oak Bay Police Department, ensuring the accuracy and reliability of operational records that support frontline policing and the justice system. This is more than an administrative role—it is an opportunity to contribute meaningfully to public safety through high-quality records management, compliance, and customer service.
The Ideal Candidate
The ideal candidate will have experience working in police records, justice administration, or a related environment, with a strong understanding of records management practices and applicable legislation.
They will demonstrate exceptional attention to detail, sound judgment, and the ability to manage sensitive and confidential information.
They will possess strong communication and organizational skills and be comfortable working both independently and collaboratively in a team-oriented policing environment.
Experience with police records systems such as PRIME, CPIC, and JUSTIN, as well as familiarity with privacy and disclosure requirements, will be considered strong assets.
Key Responsibilities
Maintaining and quality-assuring records in multiple police information systems (e.g., PRIME, CPIC, JUSTIN)
Processing court documentation, charges, warrants, and dispositions in accordance with policy and legislation
Managing record lifecycle activities, including retention, disclosure, sealing, and destruction
Coordinating and processing criminal records and fingerprint submissions
Administering Police Information Checks and responding to related inquiries
Supporting Freedom of Information requests and ensuring compliance with applicable legislation
Providing front counter services, including responding to public inquiries, processing requests, and handling payments
Assisting with fingerprinting services and general administrative support
Contributing to process improvements and supporting records-related training initiatives
Qualifications
Grade 12 plus, with a minimum of two (2) years of related experience
Experience with police records systems (e.g., PRIME, CPIC, JUSTIN)
Knowledge of relevant legislation, including privacy and disclosure requirements
Strong attention to detail, accuracy, and organizational skills
Effective communication and interpersonal skills
Ability to manage multiple priorities and meet deadlines
Proficiency with Microsoft Office applications
Ability to obtain and maintain Enhanced Reliability Security Clearance
Additional Information
This is a unionized…
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