Job Specification

Purpose of Position :

To interview/question new admission offenders to obtain basic information to complete admission documentation and to process and check offender files and records to ensure proper documentation is provided.

Duties / Responsibilities :

To perform clerical work in the compilation, maintenance and processing of offender records at the Algoma Treatment & Remand Centre by:

Booking new admissions by 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, offender status, i.e. general population or protective custody; Entering information into the OTIS computer records system and searching the OTIS system for outstanding alerts; for example, previous escape attempts, behavioural problems, checking for special holds, federal offender, 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 discrepancies to supervisor; determining possible offender bed location appropriate to court assignment and court appearances; answering offender questions concerning court status, sentencing, and the admissions process through booking window; generating Unit Notification Cards for operational staff for each offender.

• Discharging offenders by 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; liaising with Immigration Office on deportation and discharge of offenders on immigration holds.

• 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 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; preparing video court appearance dockets; liaising with courts to verify offenders appearing via video court, and advising appropriate operational area of the names of the affected offenders; completing documentation such as fingerprint forms, sentence information forms, forms for federal offenders, etc.; liaising with Offender Transportation Branch to provide transportation for the transfer of inmates and monitoring out of catchments area court appearances to ensure offenders 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 such things as court dates, verification of incarceration, etc. ensuring proper confidentiality.

Staffing and Licencing :

Excellent interpersonal and communication skills to work with offenders, Ministry staff and external agencies/organizations. Solid understanding and knowledge of OTIS to accurately enter and maintain offender information. Good arithmetic skills to ensure accurate calculations computed with respect to offender records

Knowledge :

Job requires detailed knowledge of ministry offender 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 offender records are consistent with court sentences and legislation. Job requires detailed knowledge of ministry programs, Freedom of Information and Protection of Privacy Act to respond to routine enquiries from offenders and family members. Job requires detailed knowledge of a computerized offender records management system (OTIS) to input/extract data and to ensure offender information is correct and up to date. Job requires functional knowledge of computers and related software to type letters and to generate variety of standard reports. Job requires knowledge of office procedures and policies to maintain offender record files, ensure confidentiality of information. Job requires general knowledge of accounting procedures for handling of fines and inmates personal funds.

Skills :

Job requires basic analytical skills to ensure accuracy of all offender admission and discharge documentation by reviewing information provided by offender, police and the courts and accessing OTIS. Job requires arithmetic skills to check and calculate fines and release dates. Job requires good oral communication skills to answer routine questions from offenders at time of admission; to explain in detail sentence calculations and clarification of offender status. Job requires written communication skills to prepare standard letters to offenders on sentence calculations, etc. Job requires good interpersonal skills to interact tactfully and diplomatically with offenders, police, court officials, family members and legal counsel to explain sentence calculations and clarify discrepancies. Ability to work a fully programmable word processor 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 :

Job requires working in accordance with ministry offender record procedures, guidelines, related legislation and court documents, including formula for sentencing and fine calculations. Work is subject to monitoring and review by supervisor to verify adherence to ministry procedural manuals and guidelines pertaining to offender management record/system and accuracy of calculation of sentences and fines. Job requires referring to supervisor situations not covered by procedures/guidelines; for example, court date, sentence calculation errors, incorrect information pertaining to criminal history and charges. Job requires incumbent to enter and maintain accurate information with respect to offender sentences, movement, release dates, etc.