Job Specification

Purpose of Position :

The incumbent will be required to work rotating shifts, to obtain basic information to complete admission documentation and to process and check inmate files and records to ensure proper documentation is provided; to verify sentences and fines and prepare letters and reports associated with Admission and Discharge functions.

Duties / Responsibilities :

As a member of the Records Department in a maximum security detention centre, housing 315 male and female inmates, the incumbent provides services by:
1. Obtaining and verifying the required information to complete admission documentation; such as, personal and physical information, next of kin information, employment history, gang affiliations, non-associations, any special management concerns, inmate status, i.e. general population or protective custody; Entering information into the Offender Tracking Information System (OTIS) computer records system and searching the OTIS system for outstanding alerts; for example, previous escape attempts, behavioural problems, checking for special holds, federal inmate, etc. and noting findings for operational staff; receiving a variety of documents, warrants upon inmate admission through booking window and examining and verifying legality, proper authorization, nature of offence(s), etc. and reporting any discrepancies to the supervisor; answering inmate questions concerning court status, sentencing; generating Unit Notification Cards for operational staff for each inmate.
2. Preparing and verifying discharge information and setting release procedures in motion; typing, entering additional information such as releases, transfers, passes, out to/return from court and ensuring proper release documents are received and duly authorized, advising appropriate staff of release or transfers, noting inmate monies on copy of release, etc; forwarding necessary information to Probation and Parole.
3. Maintaining and processing Inmate records through follow-up on discrepancies in documents, appearance dates by contacting courts, police, immigration and federal authorities; Reviewing warrants of committal, calculating or verifying sentences and fines, and ensuring all calculations are approved by supervisor; receiving and recording cash for fine payments. Inputting and retrieving data from computer system regarding remand dates, bail, warrants of committal, dispositions, legal holds, immigration and parole; completing documentation such as fingerprint forms, sentence information forms, etc.; liaising with Offender Transportation Branch to provide transportation for the transfer of inmates and monitoring out of catchments area court appearances to ensure inmates are transported to the appropriate institution to be available for court appearance; answering telephone enquiries from the public, lawyers, police, federal authorities, immigration offices, courts, other institutions and institutional staff for factual information on court dates, verification of incarceration, while ensuring proper confidentiality and Freedom of Information and Protection of Privacy Act (FIPPA).

Staffing and Licensing :

N/A

Knowledge :

Detailed knowledge of Ministry inmate records directives, policies and procedures, and with relevant sections of related legislation, e.g. Criminal Code, Ministry of Correctional Services Act to calculate, verify and check admission; discharge and transfer documents to ensure inmate records are consistent with court sentences and legislation. Job requires extensive knowledge of ministry programs, Freedom of Information and Protection of Privacy Act to appropriately respond to routine enquiries from inmates and family members.
Knowledge of a computerized inmate records management system (OTIS) to input/extract data and to ensure inmate information is correct and up to date. Knowledge of computers and related software to type letters and to generate variety of standard reports. Knowledge of office procedures and policies to maintain inmate record files, ensure confidentiality of information. General knowledge of accounting procedures for handling of fines and inmates personal funds.

Skills :

Job requires:
Basic analytical skills to ensure accuracy of all inmate admission and discharge documentation by reviewing information provided by inmate, police and the courts and accessing OTIS. Mathematical skills to check and calculate fines and release dates. Good communication skills to answer routine inquiries from inmates regarding sentence calculations, discharge possible dates, parole eligibility dates and clarification of inmate status. Good written communication skills to prepare standard letters to inmates on sentence calculations, etc. Good interpersonal skills to interact tactfully and diplomatically with inmates, police, court officials, family members and legal counsel to explain sentence calculations and address any possible discrepancies.
Keyboarding skills that meet Ministry standards to input data/extract data from OTIS and to prepare a variety of letters and reports. Good organizational skills to prioritize own work and meet deadlines.

Freedom of Action :

Working in accordance with ministry inmate record procedures, guidelines, related legislation and court documents, including formula for sentence and fine calculations.