District Community Intake & Relations Specialist

Job Information

Overall Purpose

Under the supervision of the Director CSWB or District Inspector, the District Community Intake & Relations Specialist supports the organization’s community policing and mobilization for ongoing initiatives and emerging issues for their respective District including:

• Identifying, developing, and maintaining sustainable partnerships between the Ottawa Police Service (OPS), City Councillors, and various community stakeholders with the support of the Community Safety and Wellbeing Branch (CSWB).
• Utilizing the Ontario Community Mobilization and Engagement Model to build capacity in the areas of community relationship building, community engagement, intervention, conflict resolution, and public education.  
• Serving as the first point of contact for the Command Centre and community partners respecting requests for Officers at Community Events and other inquires of a non-emergency including community education, and Crime Prevention.
• Conducting analysis to identify trends in demand for officer community participation for the purposes of forecasting and the management of sworn resources in consultation with Community Development.
• Providing administrative and clerical support to the Director CWSB or District Inspector including reception and overall office management for the section. 
   

Major Responsibilities

Identify, develop, and maintain sustainable partnerships in an effort to strengthen relationships between the OPS, City Councillors, and community stakeholders with the support of the Community Safety and Wellbeing Branch (CSWB).

• Network with City Councillors, community groups/stakeholders, and social agencies fostering positive relationships, addressing concerns, promoting collaboration on issues of community policing and crime prevention via social development and community engagement.
• Assist in identifying District/Ward policing priorities and initiatives, and act as a resource on District/Ward policing priorities, initiatives and related results and best practices.
• Communicate and share related District/Ward policing initiatives and related outcomes/results internally and with City Councillors, community stakeholders, and CSWB.
• Assist with the coordination of events and activities related to District/Ward policing priorities and initiatives.
• Respond to inquiries from the public, community stakeholders, and OPS on community policing issues and activities related to the District/Ward policing priorities, initiatives, and community partnerships.   
• Monitor, coordinate, and track all District requests received via Shelter Movers Ottawa as per the existing MOU.
• At the request of the District NRT and CPCO’s, add “agent status” request with all the required information to RMS.

Utilizing the Ontario Community Mobilization and Engagement Model to build capacity in the areas of community relationship building, community engagement, intervention, conflict resolution, and public education.  

• Assist in coordinating community engagement and partnership program activities by District/Ward.
• Liaise and collaborate closely with other areas of the organization to address their specific community needs and / or to obtain their support in the delivery of District Policing initiatives in response or prevention of police / community conflict in assigned District.
• Participate in coordinating strategies to foster communication and resolve issues between OPS District Policing, Councillors, and Community Stakeholders.
• Assist the District Inspector in the coordination for OPS District assets to respond to unplanned events with respect to community safety concerns and changing priorities; may involve the assistance of coordination of multiple OPS sections for support and other support from external agencies. 
• Assist the District Inspector and CSWB in the coordination and tracking of a Post Incident Procedure (PIP) response for events/incidents that affect the community as determine by the CSS triage checklist.
• Content management of the OPS District Policing, District specific web site, email, calendar, contact lists, and social media tools to support effective community and Councillor outreach activities and partnerships.
   

Major Responsibilities (continued)

Serves as the first point of contact for the Command Centre, and OPS community partners respecting requests for Officers at District specific Community Events and other inquires of a non-emergency nature including community education and Crime Prevention.

• Documents, triages requests, and in partnership with the Director CWSB or District Inspector and CSS Staff Sergeant, assesses and determines priorities; establishes and maintains several databases to support decision making process respecting priorities.
• Triage community and professional requests for engagement related events, officer presentations, etc.  
• Monitor the CWSB or District Intake email and telephone extension/voicemail.
• Manage and process the ordering of OPS swag.
• Maintain the POP / Community Information Network (CIN) database. 
• Coordination of CSS Volunteers, assist S/Sgt CSS with administrative duties related to Volunteers (Recruit, train, schedule and manage) in partnership with Human Resources.   
• Liaise with CSS Crime Prevention Unit to ensure the evidence-based mobilization of CSS and OPS resources for District specific Community Events as required.
• Track event assignments and post evaluation reports.
• With the assistance of CSWB, maintain a District specific Community Development Stakeholder list.
• Triage Neighbourhood Protocol requests for CSS.
• Dedicated point of contact for the Command Centre, including triaging and assessing community requests and reporting.
• Establish strong relationships and networks with key community partners and other relevant stakeholders.
• Respond to community members and to public inquiries appropriately.
• Liaise with OPS Community Interface regarding community engagement, diversity and race relations, and community development strategic priorities and direction.
• Liaise with Corporate Communications for regular media updates.
• Plan and coordinate quarterly CPCO training days with Community Police Officers.
• Facilitate and support CPCO, Neighbourhood Response Teams, Traffic, and the community in developing and expanding community profiles in the Relationship Management System with the assistance and guidance of CSWB.
• Work in partnership with all other District Community Intake and Relations Specialists to coordinate, plan and organize Police Week events and the yearly Community Police Awards ceremony with assistance from other sections. 
• Attend Community Safety committees and provide information on available safety services / programs to community partners as required / requested.
• Coordinate Proceeds of Crime grant applications. 

Conducts analysis to identify trends in demand for officer community participation for the purposes of forecasting and the management of sworn resources.

• Completion of performance reports and briefings to the District Inspector, the CSWB Director and CSS S/Sgt in relation to District and CSS activities.
• Research and Evaluation role with the assistance of CSWB, to assist District Inspector with good practice review, reporting, performance related functions.
• Analytical and investigative function to support problem-oriented policing and proactive deployment (dependent on District Research Analyst).
   

Major Responsibilities (continued)

Provides administrative and clerical support to the Director CWSB or District Inspector including reception and overall office management for the section. 

• Compose documents including routine correspondence for signature; other documents; proofread and edit documents for grammar, spelling and compliance with procedures, policies, and standards.
• Maintains accurate records of community interactions, complaints, referrals, and outreach activities, and prepares reports for departmental review and evaluation.
• Follow up on directives, inquiries, and correspondence to ensure they have been dealt with in an appropriate manner.
• Coordinate and schedule appointments and meetings, including the preparation of material and documents; attend meetings and record / distribute minutes as required.
• Coordinate with external stakeholders, requests for police involvement / input in community activities.
• Manage and coordinate all matters related to the Capital Integral Charitable Foundation (CICF) Gift Card Program.
• When required, assist the NPD Administrative Assistant with the maintenance of the annual leave spreadsheet for Directorate personnel.
• When required, assist the NPD Administrative Assistant with the coordination of travel and conferences by arranging transportation, accommodations, registration and per diems; prepare, submit, and follow up on travel claims. 
• Alert senior staff to urgent requests from Executives and others requiring immediate attention.

Assist with Financial Management and Office Operations:

• Assist with section’s operation plan / budget preparation and execution.
• When required, assist the NPD Administrative Assistant with the administration of the section’s budget, tracking and recording of expenditures and reconciling credit card expenses. 
• With the assistance of the NPD Administrative Assistant, maintain inventory of office supplies; ensure office equipment is in proper working order.
   

Statement of Required Qualifications

Education and Exerience

Graduation from a relevant (3) three-year university degree in, Business Administration, Public Administration, Social Sciences, Communications and/or other related field of study.
Experience and formal training combined may substitute for stipulated education requirements.
Minimum three (3) to (5) five years relevant experience working in a police or comparable environment with work experience that includes involvement in two or more of the following areas:

• Community Liaison, Community Outreach, Community Programming and / or Crime Prevention.
• Corporate Communications or Media Relations.
• Quality Assurance / Report Analysis / Trend Analysis.
• Responding and prioritizing requests from members of the public respecting police matters.

Language

Bilingualism (French and 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. 
• Harassment & Violence in the Workplace.
• Accessibility for Ontarians with Disabilities Act (AODA).
• Equity, Diversity & Inclusion (EDI).
• Active Bystander Law Enforcement (ABLE).

Training on OPS Records Management System (RMS) and CPIC will be provided if required.
All employees of the OPS are expected to complete all additional and new mandatory training as prescribed by the Office of the Chief.
 

Job Knowledge

Working knowledge of:

• OPS policies, procedures, mission, vision and values and how they impact on the day-to-day work on delivery of service.
• The Ottawa Police Community Policing Strategy, community policing issues and principles.  
• The Ottawa Police Services Board Strategic Priorities.
• Ontario’s Mobilization & Engagement Model of Community Policing.
• Crime Prevention strategies and tactics to inform operations and educate the community. 
• Community development, public engagement / consultation / and project management.  
• Social services and community resources available to children, youth, and families. 
• Competence in the use of computers including MS Office Suite.
   

OPS Competencies

Hours of Work

Effort and Working Conditions

• Work is typically performed in a standard office environment with minimal adverse working conditions.
• Regular travel between OPS sites and within the National Capital Region.
• The incumbent must be able to work shifts as designated in the “Hours of Work” section of the job description.
• Location of work may vary depending on operational needs.
   

Desired Qualifications

• Oral, reading, and writing fluency in other languages.
• Completion of PDC Supervisor course and / or other Supervisory Training.
• Completion of a basic crime analysis or problem-solving course.
• Project Management Development certification
• Working knowledge of Collaborative Risk Driven Community Safety and Wellbeing and associated intervention models.
• Working knowledge of Problem Oriented Policing and Scanning, Analysis, Response, and Evaluation (SARA) methodology.
• Working knowledge of Operational and strategic tasking models (OPSTAT).
• Proficient in the use of CPIC and Police Records Management Systems. 
• Additional training and experience in training, facilitation, community development, mediation, and conflict resolution.