OTTAWA POLICE SERVICE JOB DESCRIPTION



Ottawa Police Service Job DescriptionI. Job Information: Title: Paid Duty Coordinator Affiliation: CivilianDirectorate: Community Relations & Frontline Specialized SupportSection: Paid Duties / Special EventsPosition #: 10008279Job Code: 10073711Pay Group: Five (5) Salary: Civilian Pay ScheduleEffective Date: January 15, 2018Shift: Monday – Friday DaysWork Location: West – 245 Greenbank RoadSupervisor’s Title: Sergeant Paid DutiesII. Overall Purpose:The overall purpose highlights the major elements in the job and provides the reader an overview, explaining the purpose, tasks, and responsibilities inherent in the job and the placement of the job within the organizational hierarchy. Under the supervision of the Sergeant Paid Duties, the Paid Duty Coordinator is responsible for managing the city wide requests for paid duties and the allocation of resources to meet these requests. Provides administrative support to the Special Events Section.III. Major Responsibilities:This is an expansion of the overall purpose. Make statements clear and concise so that they would be meaningful to a person not directly familiar with the work. Each sentence should begin with an active verb reflecting what, how, why, and the frequency of what is done. Consider the objectives of the job and the variety of work performed over the course of an entire year, and list the major responsibilities in order of importance.Responsible for the continuous monitoring, tracking, assessing, and distributing of all incoming communications (telephone, text, fax and email) related to paid duties:Access Paid Duty Requests to determine if they fall within the Paid Duty mandate and reply to client requests accordingly.Input paid duty requests into the online system.Receive complaints from the public, private sector clients, the city and members of the Ottawa Police Service and the Ottawa Police Association relating to paid duties and distribute them to the appropriate party.Administers Paid Duty Contracts and provides a high level of client service:Responsible for the creation of OPS / Client contracts and ensures clients sign and meet contractual obligations:Maintain and update the computer systems to provide for the efficient handling and tracking of paid duties, invoices and officer payments.Maintain data integrity with a high level of commitment to accuracy when documenting all contract details and Paid Duty records. Ensure appropriate resources are in place to meet contract obligations including personnel and vehicles.Ensure all contracts are accurately recorded in a timely manner using police service billing systems and software for invoicing (SAP). Provide information regarding costs, required number of officers and proper procedures required to fill paid duty obligations to clients. Maintain continued liaison with clients to provide and obtain information, clarify changes, facilitate alterations in any paid duty contracts and to ensure effective delivery of services.Provide direction to the clients to ensure they accurately understand the OPS commitment scope of task to fulfill realistic expectations.Assist with Financial and Information Management:Coordinate with the City of Ottawa Accounts Receivable Department to ensure timely payment of paid duty contracts; coordinate any needed corrections in the SAP accounts and ensure the filtering of derelict clientsMaintain the client database and ensure that there is no duplication of accounts and default clients are screened from new paid duty requests.Research and resolve client concerns regarding billing.Assist the Paid Duty Sergeant with the development of the sections annual budget with financial information and forecasting relating to Paid Duties.Assist in the preparation of year end reports related to the Paid Duty Program.Assist with statistical reports that capture requests and duty assignment statistics.Ensure that paid duty files are complete and comprehensive in accordance with established policies.Analyze operational plans and historical records to determine paid duty requirements. Assist the Sergeant with operational risk assessments to determine the appropriate levels of staffing.III. Major Responsibilities (cont’d):Provide advice and direction to managers and staff as it relates to the Paid Duty Section:Establish and maintain strong working relationships with OPS Supervisors for the purposes of obtaining temporary support in the event of emergency paid duty requirements.Act as first point of contact for sworn or civilian members, including supervisors who are confronted with issues while they are performing a paid duty.Provide direction to Patrol S/Sgt's when contacted about paid duties outside of regular business hours.Support and provide direction to all OPS members (sworn and civilian) who are deployed at a paid duty to ensure that the client’s expectations are met.Maintain relationship with the Communications Centre in support of the Paid Duty Program.Provide staff training and supervision for seasonal or temporary support members Provide information to other sectional supervisors on paid duty issues concerning operational impact, risk management, discipline, supervision, deportment and organizational liability.Assume a high level of responsibility for the day to day operations of the section including the supervision of seasonal support.Coordinate the Paid Duty Fleet allocations and maintain daily log of fleet assets and assignmentsPerform activities which support Paid Duty Operations:Maintain current knowledge of Bylaws and policies for specific paid duties (e.g. wide load escorts, road construction, etc.).Ensure that Paid Duty Section functions comply with the Retention By-law with strict adherence to the chronological aging of the files in accordance with the provisions of the by-law.Monitor the paid duty program functions according to policy and bring any discrepancies to the Paid Duty NCO's attention.Work with the Paid Duty Sergeant to evaluate and decide on Paid Duty Suspensions for the members; maintain and monitor the member’s suspension records.Ensure the supervisor is informed of any irregular requests and that follow up with the client is completed. Maintain and update the staff listings of personnel qualified to fulfill the required paid duty functions (example civilian snow removal - access and knowledge of CPIC). This includes HS&L, CTC training and specialty skills.Support and maintain the procedures governing Paid Duties as outlined in Policy.Assist in the ongoing review of policies, development of new processes, and recommend changes to improve existing procedures so that the Paid Duty Program is efficiently improves the delivery of customer services as required.Provide assistance with other Special Events as deemed necessary by the Emergency Operations Inspector and the Event Planning Staff Sergeant.Perform other duties as required or directed.IV. Statement of Required Qualifications:Required qualifications are considered the essential minimum qualifications to carry out the duties and responsibilities of a position.Education and ExperienceLevel of minimum academic or other formal training required which provides the basis for development of the skills and knowledge needed in the position. Level of minimum experience required for the position, including the number of relevant years of 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 two (2) to three (3) years experience in a police, courts, or comparable environment providing coordination and / or senior administrative support to management.LanguageDegree of skill needed, i.e. oral fluency, reading and writing ability in one or more languages.English – fluency in oral, reading, and writing.Certification/LicensesSpecify only training that is mandated / required to perform the position duties and which provides the basis for development of the skills and knowledge needed in the position.N / AV.Job KnowledgeInformation concerning facts, theories, systems, practices, regulations and other subject matter relevant to the performance of the duties and responsibilities of the position.Working knowledge of the Organization’s Mission, Vision and Values.Understanding of the importance of client centered service.Understanding of the rationale behind OPS policies and procedures and the impact on the day-to-day work or delivery of service.VI.OPS Competencies This section draws directly from the new OPS competency matrix. Select the appropriate competencies and level associated with the position. These competencies will form a central part of the new Performance Management petencyLevelCompetencyLevelCommunication3Networking and Relationship Building2Teamwork1Problem Solving2Adaptability1Leadership1Service Orientation2VII.In-Service TrainingSpecify only training that is mandated / required to perform the position duties. Do not include training that is not essential.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).VIII.Effort and Working ConditionsSpecify the physical & mental effort and working conditions under which job duties are performed, including nature, frequency, and duration.Work is performed in a normal office environment with public access and minimal adverse working conditions.IX.Desired QualificationsDesired qualifications are considered a “plus”. Oral, reading, and writing fluency in French or other languages.Contract administration experience.X. ApprovalsAll job descriptions require the approval of the Supervisor / Manager and Human Resources. The Supervisor / Manager is responsible for obtaining Human Resources approval (via email) prior to using any job description as the official document of record. ................
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