Records Clerk - Ministry of the Solicitor General | Milton, ON

Do you have a strong background in records management and proven attention to detail? Consider this opportunity as a Records Clerk to maintain inmate records/documents and verify sentences and fines.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?

In this role, you will:

obtain and verify the required information to complete admission documentation;
prepare and verify discharge information;
calculate and/or verify sentences and ensure records are accurate;
follow-up on discrepancies;
maintain adult inmate files and filing system;
enter information into OTIS (Offender Tracking Information System);
answering telephone enquiries from the public, lawyers, police, immigration, courts, and institutional staff.

Note: These positions require the successful candidates to work rotating shifts. The hours will either be from 8am to 4pm or 2pm to 10pm, Monday to Friday.

How do I qualify?

Technical Knowledge and Skills:

You have experience with records management in order to maintain inmate record files.
You have experience with office practices and procedures particularly pertaining to records keeping, filing, and information systems.
You are able to maintain confidentiality of information.
You are able to interpret and apply legislation, regulations, statutes, policies, and directives (such as the Criminal Code, Ministry of Correctional Services Act, Freedom of Information and Protection of Privacy Act, etc.).

Analytical, Reasoning and Problem-Solving Skills:

You can ensure accuracy of inmate admission and discharge documentation by reviewing information provided by inmate, police and the courts as well as correct discrepancies.
You have accurate mathematical skills to calculate and reconcile inmate sentences and fines.

Communication and Interpersonal Skills:

You have effective communication and interpersonal skills in order to interact with inmates, staff, justice officials and the public in a tactful and diplomatic manner.

Computer Skills:

You are proficient with word processing, spreadsheet, and database software applications in order to input and retrieve information (i.e. Offender Tracking Information System).

Organizational Skills:

You have demonstrated organizational skills to prioritize work and meet deadlines.

Additional Information:

Address:

2 Temporary, duration up to 5.5 months, 661 Martin St, Milton, Central Region, Criminal Record and Judicial Matters Check, Credit History Check, Local Police Databases Search, PIP/NICHE/RMS

Compensation Group:

Ontario Public Service Employees Union

Understanding the job ad - definitions

Schedule:

3-7

Category:

Administrative and Support Services

Posted on:

Wednesday, May 31, 2023

Note:

In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.

Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.

A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
T-CL-198463/23(2)