File Clerk

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Do you have experience with records management and filing practices? If so, bring your administrative skills to the Vanier Centre for Women and provide file maintenance services and clerical support duties in Ontario's largest maximum security detention centre.

Please note: As this is a frontline essential position, your physical presence at the office is crucial to this role. This position is mandatory onsite at the Vanier Centre for Women.

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About the job

• Maintain a filing system according to Ministry and institutional procedures/practices for file retention, confidentiality, and security
• Maintain a records keeping and charge out system
• Prepare inactive files for shredding and/or forwarding to Archives
• Perform various clerical duties such as typing labels, photocopying, shredding, etc.

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What you bring to the team

Filing and Administrative Skills

• You have knowledge of and experience with records management and filing procedures (including indexing and coding used in filing activities) in order to maintain a filing system
• You are able to ensure the confidentiality and security of files
• You have experience using various office equipment such as photocopier, shredder, fax machine to provide clerical support duties

Analytical Skills

• You can file materials according to pre-assigned coding, retrieve a variety of information, and track files
• You can identify issues and refer to the supervisor as needed

Communication and Interpersonal Skills

• You can respond to routine enquires regarding files as well as request documents
• You are able to provide helpful and courteous service to other institutional staff

Communication and Interpersonal Skills:

• You can interact and communicate effectively with staff, stakeholders and members of the public to answer routine questions and respond to inquiries.
• You can prepare a variety of written documents, including letters and memos.

Computer Skills:

You are proficient in using a computer to input/extract data, and generate reports.

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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 a wide range of 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

Our comprehensive compensation and benefits package includes:
• 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:

• 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-240098/26

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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.