Job Specification

Purpose of Position :

To provide a variety of administrative and clerical services in support of Youth Justice Probation Services, the Probation Manager, and Probation Officers.

Duties / Responsibilities :

1.Performing administrative and operational support duties such as; updating and maintaining electronic databases (Youth, Offender Tracking Information System Youth OTIS, P Drive for client files) and manual filing systems for court information (e.g. court orders/papers, breaches of probation); making arrangements for meetings, conferences and education programs (e.g. booking rooms, arranging catering services); preparing, coordinating and distributing material to staff on behalf of the Manager; monitor and track branch budget and provide regular and accurate updates to manager; making travel and accommodation arrangements; opening mail, logging, tracking and distributing correspondence. 2.Performing clerical duties such as collating and photocopying materials; maintain office purchasing card; checking expense claims, checking invoices and purchasing documents; ordering and/or purchasing supplies; maintain information on fleet vehicles (rentals) and scheduling maintenance as required; maintaining office equipment such as photocopy and facsimile machine. 3.Providing word processing services by assisting with producing and editing typed material such as; reports and correspondence; ensuring accuracy of grammar, spelling and proper formats for memos, letters; composing routine correspondence independently or from brief instructions. 4.Providing reception services by; receiving and screening visitors and internal and external calls; providing general information and assistance relating to the probation services and requests for materials, ensuring confidentiality; referring more complex queries to appropriate staff member or manager. 5.Supporting Probation Officers by: by preparing sentence calculations, supervision dates, YOTIS calculations, searching through files and records (Youth OTIS); preparing and updating files for Young Persons (e.g. terms of custody or probation conditions); contacting internal/external sources to request information (e.g. detention facilities for admittance and release information); assisting with reconciliation. 6.Performs additional duties as requested by manager.

Knowledge :

Job requires knowledge of government, ministry and office administration policies, procedures and practices to provide support to the branch by: processing invoices and expense claims and making purchases, following finance/purchasing procedures; maintaining electronic and hard copy records. Job requires knowledge of program (Criminal Justice system) policies, legislation, procedures and activities to: provide verbal and written information to general inquiries from ministry staff, public and others; maintain Youth OTIS database system; knowledge of terminology pertaining to the program to accurately prepare correspondence and reports. Job requires knowledge of arithmetic to prepare expense claims and maintain program financial records. Job requires knowledge of the use of personal computer operation and software such as; Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), to prepare reports, memoranda, presentations with graphics, maintain records and produce reports. Job requires knowledge of the operations of office equipment such as photocopier and facsimile to photocopy material and transmit correspondence.

Skills :

Job requires reasoning and problem solving skills to: determine extent of information to be provided in response to inquiries, ensuring confidentiality; determining what matters are urgent and should be given priority when performing a variety of different tasks with conflicting deadlines by prioritizing work based on knowledge of subject matter or by discussing with managers and determining what matters require referral and to which staff member. Job requires ensuring accuracy of typed material by checking when unsure of terminology and when entering information/updates into Youth OTIS database. Job requires ensuring meeting/travel arrangements meet staff/schedule requirements. Job requires analytical skills to: determine what information is relevant for program staff when gathering and organizing materials and information; determine the most effective format for materials such as documents and charts. Job requires oral communication skills to provide information on a program area to other ministry staff as well as the general public, over the phone and in person; coordinate and arrange meetings. Job requires written communication skills to write correspondence and memoranda. Job requires interpersonal skills and tact to provide reception services; deal with inquiries where it is not possible to release information; request information from staff members, ministry staff and external clients (detention facilities, courts). Excellent keyboarding skills to Ministry Standard.

Freedom of Action :

Job requires working in accordance with established procedures and methods with freedom to set priorities among own clerical/administrative activities to be completed while adhering to deadlines. Job requires accessing ministry and government administrative policies and procedures to make decisions relating to formats for documents such as letters, correspondence, purchasing procedures, releasing information.Job requires determining whether inquiries can be handled personally or should be referred to another staff member; making meeting/travel arrangements within schedule and price requirements and determining best layout for charts and reports. Work is reviewed by manager or other staff member for accuracy of typing and calculations upon completion. Job requires referring to Manager situations which are not covered by established procedures such as non-routine or urgent queries, and over-expenditures on expense claims.