Records Office Clerk

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Are you a motivated and energetic individual with excellent customer services and time management skills? If so, the Ministry of the Attorney General needs you to perform records management duties where you will support the efficient and effective operation of a large central filing system, comprising of approximately 300,000 on-site records.

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About the job

You will:
• maintain a variety of legal documents in numerical and alphabetical filing system cross-referencing court files
• perform archival activities and tasks, including the retrieval of court files for transfer to the Records Centre
• manually box and transfer files to the Records Centre and Archives and prepare Records Transfer sheets
• provide records management and retrieval services to the judiciary, bar, public and court office/ministry staff
• serve at the records retrieval public counter where you will inform clients in person and by telephone of the process to order court files related to bankruptcy and commercial, landlord and tenant, estates, civil litigation and family court materials
• ensure that only authorized personnel have access to court records
• perform cashier duties
• lift and move heavy boxes and court files on or off a filing cart

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What you bring to the team

Customer Service & Communication Skills

You have:
• the ability to tactfully handle requests and complaints when responding to inquiries from staff in other offices and clients (e.g. the judiciary, lawyers and paralegals) at a public counter and by telephone
• written communication skills to provide information, order court files, record location codes and prepare court documents for storage

Records Management Skills & Knowledge

You have:
• knowledge of records management operations as well as numerical and alphabetical filing systems in order to maintain and retrieve central court files
• the ability to acquire knowledge of court practices and procedures to determine location of misplaced and missing court files and documents
• the ability to interpret and apply relevant legislation (e.g. schedules of Fees under the Administration of Justice Act)

Administrative & Organizational Skills

You have:
• knowledge of general office rules and procedures
• knowledge of basic accounting procedures and practices to receive payments, balance the till, and record accurate weekly statistics
• experience setting priorities and workload in a high volume environment
• the ability to safely lift and move heavy boxes and court files on or off a filing cart

Computer Skills

You have:
• proficiency with word processing and database applications

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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!

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

Court Services Division is committed to a diverse, respectful and professional workplace that reflects OPS values.

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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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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.
• N-AG-248152/26(4)

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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.