Background Clearance Representative

Job Information

Overall Purpose

Reporting to the Supervisor, the Background Clearance Representative processes, analyzes and completes records check requests for any applicant seeking opportunities for employment, volunteer, schooling, or other reasons (i.e., Immigration) as well as other Police Services, and Ottawa residents via online application submissions and / or walk-in applicants.

• Ensure that all information on requests received is complete, accurate prior to analyzing information on database searches and what is released following the LEARN (Law Enforcement Agencies Records Network) guidelines, CPIC guidelines, Criminal Records Act, Youth Criminal Justice Act, Police Record Check Reform Act, Child and Family Services Act, and Freedom of Information Legislation, by verifying local records as well as CPIC records, and determining necessary course of action.
• Responsible for fingerprinting any applicant who is being considered for employment at the Ottawa Police Service and third-party partners and civilian fingerprinting for all record checks.
• Support the efficient operation of the Background Clearance Section.
• Perform daily cash reconciliation.
   

Major Responsibilities

Ensure a superior level of service is provided to the public, external agencies, and other sections of the Police Service. 

• Triage and assist persons attending the front counter with records check and fingerprinting requests; exercising professionalism to maintain quality of service and public confidence.
• Addresses and seeks resolution for client concerns.

Process, analyzes, and completes records check requests for external agencies including non-profit agencies and other Police Services, and Ottawa residents via online application submissions and / or walk-in applicants.

• Process applications using the online administrative portal including scanning and attaching of documents, system queries, and system workflow. 
• Conduct RMS queries for adverse information including microfiche at the request of other Police Services and return results upon completion of analysis.
• Prepare files for viewing by other Police Services with positive local records check results, granting permission to disclose information.
• Prepare written correspondence to outside agencies requesting confirmation of out of jurisdiction police contact. Review results to determine if disclosure is applicable.
• Review Records Suspension application requests. Conduct applicable RMS and CPIC queries and complete application package with results.  Liaise with various federal government agencies regarding the disclosure of criminal records, pardon for sexual offences and record of suspensions.
• Review and complete Adoption/Non-Parent Custody applications including fingerprinting of applicants, submitting requests to the Freedom of Information Section for lists of occurrences, and preparation of results to applicant.
• Review background check application packages for all OPS hires (constable selection, civilians, volunteers, students) as well as third party community partners (i.e., Carleton University, OC Transpo); conduct applicable RMS and CPIC queries; prepare and submit final package results to Human Resources. 
• Administer Contractor Security Clearance Background process. Conduct applicable RMS and CPIC queries; prepare results including approval/denial of clearance status for submission to contractor sponsor.
• Maintain the Contractors Security Clearance System tracking database to ensure up to date security clearance information, ensure retention periods are applied. 
• Liaise with external agencies and the public regarding general inquiries pertaining to the disclosure of criminal record information.
• Respond to public requests for information via phone and email; communicate records check and fingerprint requirements, appointment scheduling. 
   

Major Responsibilities (continued)

Ensure all information received is complete and accurate and that applicant eligibility criteria is satisfied including residency, identification, and proper level of records check required. 

• Ensure that vulnerable sector and volunteer applications meet eligibility requirements. 
• Conduct RMS query, criminal record query and FPS (Fingerprints) query using acceptable identifiers on the Canadian Police Information Center (CPIC).
• Follow all applicable legislative Acts and retention guidelines, review and analyse results for outstanding charges and /or possible criminal record information, subject to disclosure in performance of all duties. 
• Analyze exceptional disclosure criteria for non-conviction records according to legislative requirements.
• Complete records check requests by generating results to applicant and updating administrative portal.
• Liaise with investigators to seek clarity and request report updates for open investigations to assess whether information can be disclosed. 
• Provide assistance to and ongoing liaison with members of OPS providing expert advice on records check information as well as liaising with Front Desk Services throughout OPS informing of process changes, changes to forms, hours of operation, dealing with issues and questions regarding records checks.
• Communicate effectively and professionally (both orally and in writing) within all levels of the organization.
• Maintain high level of confidentiality, discretion and tact.

Responsible for civil fingerprinting for record check applicants and any applicant who is being considered for employment with the Ottawa Police Service.

• Generate letters requiring applicants to attend for fingerprinting purposes based on possible outstanding charges and /or criminal convictions; take fingerprints of said individuals when they attend OPS.
• Required to take fingerprints of clients who fall under the criteria of the Vulnerable Sector/with Criminal Records as well at batch hirings (i.e., YIPI Program).
• Provide coverage on a rotational basis for both shift schedules for the service at the front desk and fingerprinting room.
   

Major Responsibilities (continued)

Support the efficient operation of the Background Clearance Section:
Receive, date, stamp, and sort correspondence in order of priority.
Manage and respond to email correspondence from the public daily.

• Manage the online appointment scheduling tool daily.
• Accept and process payment transactions using the City of Ottawa Point of Sale cash registers and Moneris machines. 
• Reconciliation of front desk money collected; prepare the daily and weekly City of Ottawa point of sale system balancing using Microsoft Excel spreadsheets.  
• Prepare weekly deposit of cash collected and forward by Brink’s pick-up to the City of Ottawa Finance Department.
• Subject matter experts for the Rogue Data Administrative Portal and web application responsible for all testing of application upgrades including the development of test plans and troubleshooting of issues. Responsible for RMS upgrade testing to ensure stable functionality between both applications.
• Liaise and troubleshoot online background application issues with vendor. 
• Responsible for the training and orientation of all new members to the section including RMS, Corporate software, CPIC, Scanning, Online background application, Q-matic, and civil screening fingerprint training in accordance with established sectional SOP’s and training plan.  
• Update / modify training materials on an ad-hoc basis to ensure compatibility per training session.
• Train Commissionaires Security personnel assigned to the Records Management Office.
• Liaise and participate in information sharing sessions with community organizations and external agencies.
• Recommend business process improvements and updates, 
• Liaise with City of Ottawa and Corporate Communications related to form and website updates. 
   

Statement of Required Qualifications

Education

• Completion of Secondary School - Grade 12 or equivalent, plus one (1) year relevant post secondary education or on the job training.
• Experience and formal training combined may substitute for stipulated education requirements.

Experience

One (1)  - two (2) years related experience including:

• Experience working on computer system performing data entry, workflow processes, verification of data, querying data, and evaluating data. 
• Experience working with MS Excel or a comparable spreadsheet program at the intermediate level.  
• Experience working in a fast paced, multitasking environment with high volume, requiring attention to detail while maintaining accuracy.
• Experience working directly with the public in a customer service environment with constant pressure to complete large volumes of requests meeting service standards with minimal backlogs and triaging in a team environment to effectively serve customers quickly and professionally.

Language

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

Certifications and Licences

N / A

In service Training

Relevant software training will be provided if required:

• RMS Query / Browse, CPIC, QCNI, and other relevant software training. 
• Online Application/Admin Portal.
• City of Ottawa Paymentus.
• Internal Tracking system for HR and Contractor database.
• Online Application System for Records Check requests.
• QMATIC- ticket queuing kiosk system. 

Training will be provided on job-specific Acts, guidelines, directives, Codes, policies & procedures, Police Services Act, principals, systems, privacy legislation or Act, best practices, regulations and legislations (i.e., LEARN Guidelines, Criminal Records Act, Police Record Check Reform Act, Child and Family Services Act, Youth Criminal Justice Act, and Freedom of Information Act).

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).
• Equality, Diversity, and Inclusion (EDI).
   

Job Knowledge

Working knowledge of:

• The Organization’s Mission, Vision and Values.
• Windows environment and familiarity with Ottawa Police Service corporate software, including Microsoft Outlook, MS Word, MS Excel.
• CPIC.
• Police Record Management Systems.
• OPS Retention Schedules.
   

OPS Competencies

Hours of Work

Effort and Working Conditions

• Must be able to work all shifts as designated in the hours of work section.
• Work requires daily in-person, direct, face to face interactions with members of the public.
• Long wait times for members of the public are almost a daily occurrence; effective interpersonal communication skills are required to deal with clients who are impatient and / or difficult.
• Fingerprinting duties are performed independently and require close proximity, direct physical contact with individuals (direct contact with hands and face to face interaction) from the general public while standing for extended periods of time.
• High level of concentration, accuracy, attention to detail while facing numerous interruptions.
• Reading and analyzing data in order to provide final results and disclosure of results on applicants’ records check request while adhering to provincial legislation mandates.
   

Desired Qualifications

• Oral, reading, and writing fluency in French and other languages.
• Knowledge of OPS Records Section specific policies, procedures and how the unit fits in with the overall direction of the organization and contributes to overall organizational effectiveness.
• Competence in the use of CPIC and Versadex RMS and Background Clearance administrative portal.
• Knowledge of job-specific Acts, guidelines, directives, codes, policies & procedures, Police Services Act, principals, systems, privacy legislation or Act, best practices, regulations and legislations (i.e., LEARN Guidelines, Criminal Records Act, Police Record Check Reform Act, Child and Family Services Act, Youth Criminal Justice Act, Freedom of Information Act).
• Understanding of the rationale behind OPS policies, procedures, and their impact on the delivery of service.
• Experience working with CPIC records pertaining to criminal record information.