Senior Records Clerk

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Are you organized and detail oriented? Do you want to help keep Ontario's correctional system running smoothly?

Join the Ministry of the Solicitor General as a Senior Records Clerk. In this role, you'll help manage important records for a provincial correctional institution. You'll work with legal documents, help calculate inmate sentences, and ensure records are accurate and secure. You will also support your team and help train new staff.
If you enjoy solving problems and making sure things are done right, this could be the perfect job for you.

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About the job

As a Senior Records Clerk, you'll play an important role in ensuring the integrity of records for a provincial correctional institution. You will:
• Review records for compliance with legislation, regulations, ministry directives, policies, and procedures.
• Complete and verify complex sentence and fine calculations
• Compile and maintain inmate records using our offender tracking information system (OTIS)
• Work with courts, police and other agencies to address discrepancies and share authorized information
• Provide technical training and leadership to staff
• Additional duties as assigned

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What you bring to the team

Technical Knowledge and Skills:

• You can interpret and work with sentencing laws, legal documents and correctional policies.
• You can interpret and apply legislation and regulations to maintain inmate records, programs and services.
• You have knowledge of administrative procedures to plan, organize and direct resources to meet various program goals.
• You can provide leadership and direction to junior staff on the technical aspects of maintaining record integrity.

Math, Reasoning and Problem Solving Skills:

• You can use math and computer systems to calculate and reconcile complex inmate sentences and fines.
• You have analytical and reasoning skills to ensure accuracy of admissions and discharge documents.
• You can identify and resolve discrepancies relating to offender records.

Communication and Interpersonal Skills:

• You use tact, diplomacy and discretion to interact with offenders, staff and public officials in person or via telephone.
• You have oral and written communication skills to prepare clear and concise correspondence in response to offender inquiries.

Computer Skills:

• You are proficient with various computer software applications to prepare correspondence (i.e. MS Office).
• You are proficient with computerized records management systems.

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Don't meet every qualification?

If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!

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How we support diversity, inclusion and accessibility

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.

Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer  accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please  contact us.

Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

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What we offer

The Ontario Public Service is one of Ontario's largest employers. Employees work for 29 ministries, with offices in more than 70 cities across the province.

We offer:
• a career that can grow across ministries and job functions
• flexible learning and developmental opportunities, including education and mentorship programs
• many employee networks offering support for and education about underrepresented groups
• tailored work arrangements, including opportunities like flex hours, self-funded leave and more

These roles come with a comprehensive compensation and benefits package that include:
• a defined-benefit lifetime pension plan (guaranteed, ongoing inflation-protected income after retirement)
• group health, dental, life and disability benefits
• a range of vacation and leave options
• an Employee and Family Assistance Program, which provides confidential counseling services

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Additional information:

Note:

• The successful candidate will be required to undergo a satisfactory criminal reference check prior to the commencement of employment.
• About security checks:
  A criminal or other federal offence record does not automatically disqualify you from the position. We consider each situation based on the position's responsibilities.
  If a check is needed and you've lived outside of Canada in the past 5 years for 6 or more months in a row, or if you are not a Canadian resident, you'll need to provide an out-of-country police clearance certificate from the country you lived in.
  Employment screening checks are only reviewed and evaluated by the Transition and Security Office, which also maintains them and keeps them strictly confidential.
• T-CL-238092/25

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How to apply:

1. You must apply online.
2. Your cover letter and resume combined should not exceed five (5) pages. For tips and tools on how to write a concise cover letter and resume, review the Writing a Cover Letter and Resume: Tips, Tools and Resources.
3. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.
4. Read the job description to make sure you understand this job.
5. OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
6. If you require a disability related accommodation in order to participate in the recruitment process, please Contact Us to provide your contact information. Recruitment services team will contact you within 48 hours.

Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.