Police Records Specialist

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.

Application Deadline: July 31 , 2026, at Midnight

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 maintaininga sense of community and charm. This progressive organization is committed to public safety, community engagement, and astrong 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, anddisclosure 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 investigativeprocesses, 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 ofoperational records that support frontline policing and the justice system. This is more than an administrative role—it is anopportunity to contribute meaningfully to public safety through high-quality records management, compliance, and customer service.

The successful candidate will play an important role in maintaining data quality across multiple police information systems,supporting court and disclosure processes, and delivering responsive,   professional service to the public. This position requires a high degree of discretion, adaptability, and independent judgment while balancing competing priorities in a fast-paced environment.

The Ideal Candidate
The ideal candidate will have experience working in police records, justice administration, or a related environment, with astrong 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 Include:

• 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 records 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 (FOI) 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 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 position within the Oak Bay Police Association
• Please note that the job description for this position is currently under review and some duties may be revised.
• Regular hours are Monday to Friday, 8:00 AM — 4:30 PM, with flexibility subject to operational needs
• The role includes front counter and public-facing responsibilities
• Flex days may be available in accordance with operational requirements

The Oak Bay Police Department is committed to creating a diverse and inclusive workplace to represent and better serve our community.

We would like to hear from you if you are qualified and thrive on the opportunities and challenges this position has to offer.

How To Apply:
Please apply in confidence by midnight, July 31, 2026, to  View email address on civicjobs.ca

Inquiries can be directed to Records Manager, Lori Willson at:  View email address on civicjobs.ca or (250) 592-2424.

A detailed job description can be found on the Oak Bay Police website

We thank you for your interest in working for the Oak Bay Police Department,• however, only those selected for an interview will be contacted.

Job Description