Records Management/Disposition Clerk

Halifax Regional Municipality is inviting applications for one (1) permanent full-time position of Records Management/Disposition Clerk in Support Division, Halifax Regional Police.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality's core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

Under the supervision of the NCO i/c of Records, the Records Management/Disposition Clerk is directly responsible for the maintenance and continual update of an accurate information database that includes both electronic records and hard copy files. The Records Management/Disposition Clerk carefully reviews information before disclosing confidential, private and sensitive information to a variety of outside agencies, officers or individuals. The Records Management/Disposition Clerk is responsible for searching police databases in response to Criminal Record Checks for employment, volunteer, adoption, fostering or school purposes.

DUTIES AND RESPONSIBILITIES:

• Use electronic file management systems to Receive, Track and Check out Incident files.
• Perform Electronic and Physical Searches of Incident and/or Offender files.
• Classify files and maintain accurate shelving in accordance with HRP Policy and alert Records Supervisor to any issues immediately.
• Respond to customer requests for information. Customers are: HRP/RCMP officers and Civilians, members of the public, Transport Canada, Department of National Defence, Pardons Canada, Parole Board of Canada, Insurance Companies, INTERPOL, Medical Examiner's Office, CSIS, Provincial Court, Family Court, Youth Court, Supreme Court, Canadian Border Services, Corrections Canada, Department of Justice including Victim Services, Law Firms, Community Services, any other Provincial, Federal or Municipal Police Officers.
• Responsible for verifying credentials of person or group requesting information and reason required.
• Responsible for communicating rationale for disclosure of information or withholding of information.
• Ensures current knowledge of policies and protection of information through the Youth Criminal Justice Act, Criminal Code of Canada, Freedom of Information Policy, etc.
• Resolves minor complaints.
• Respond to Court Orders of Production: Orders are from the Supreme Court of Canada (Family Division) for matters dealing directly with the protection of children and the potential removal of children from a home.
• Responsible for researching and assembling all documentation involving all Police response including 911 calls, video interviews, and photos taken by the Identification / Forensic section as well as logs of seized property.
• Ensure a working knowledge of the Youth Criminal Justice Act, Criminal Code of Canada and other federal and provincial statutes and release information required by law only.
• Ensure quality control of time-sensitive and confidential information released to protect ongoing investigations and HRP against civil litigations.
• Responsible for processing Criminal Record Checks for HRP.
• Analyze and accurately update Court Dispositions on Fingerprints for notification to the Canadian Criminal Real Time Identification System located in Ottawa. This information is accessed nationally by users of the Canadian Policing Information System as well as by INTERPOL.
• Receive and act on information for Record Suspension Applications, Fingerprint Destruction requests, Deceased Person Notifications.
• Ensure accurate catalogue of records for transfer and retrieval to/from Municipal Records Centre (MRC) in accordance with HRP's retention schedule and the Municipal Records Centre policy.
• Attend to Records Front Counter requests and provide professional, and accurate information.
• Accept payments by certified cheque.
• Assist in orientation and training of Officers on Modified Duties.
• Data entry as required.
• Other duties as required.

QUALIFICATIONS:

Education and Experience:

• Grade 12
• Business or Secretarial Certificate or equivalent combination of education and experience
• One-year clerical experience in related work
• Working knowledge and understanding of the Criminal Code of Canada as well as Provincial, Municipal and other Federal Statutes
• Demonstrated ability to understand and analyze complexities of written material such as legal policies/procedures

Technical / Job Specific Knowledge and Abilities:

• Extensive knowledge of Versadex
• Proficient in the use of JEIN (Justice Enterprise Information Network)
• Proficient in the application of Criminal Records Act, Criminal Code of Canada, Youth Criminal Justice Act, FOIPOP, and other HRP Policies
• Proficient in Microsoft Office (Word, Excel and Outlook)
• Ability to provide high level customer service, and responding in constructive manner to demanding cliental
• Typing speed of 50 wpm

Security Clearance Requirements: Before an offer is made the top candidate will be required to complete the background & security clearance process. You will be given a security & background booklet to complete and return to Human Resources. The results of the Background & Security screening are confidential and only a pass or fail result is released to Human Resources. You will be thoroughly investigated to determine your suitability to meet security clearance requirements. Your references and previous employers may be contacted, and family and friends may be contacted and/or visited during this stage.

Please note - Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates who are selected for testing, may be tested in a group setting, scheduled at the employer's discretion.

COMPETENCIES: Analytical Thinking, Communication, Customer Service, Conflict Management, Organization and Planning, Teamwork and Cooperation, Valuing Diversity and Values and Ethics.

WORK STATUS: Permanent, full-time.

HOURS OF WORK: Hours of work are Monday - Friday, 8:30 a.m. - 4:30 p.m. (35 hours per week), in an office environment.

SALARY: Level 5, $30.28 per hour as per the agreement between the Halifax Regional Municipality and the Nova Scotia Government and General Employees Union (NSGEU) Local 222 (probationary employees may be compensated 90% of this rate).

WORK LOCATION: 2 Chapman St. Dartmouth, NS B3A 0C3. Work location can be changed according to operational requirements.

CLOSING DATE: Applications will be accepted until 11:59 pm on August 11, 2026.

Please Note: We thank all applicants for their interest in this position. Only those applicants selected for an interview/ testing will be contacted.

To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link; Accommodations | Hiring | Employment | Halifax

(position # 72293226)