Inmate Records Clerk

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The Ministry of the Solicitor General, Ottawa-Carleton Detention Centre, seeks your strong analytical skills to provide accurate processing and maintenance of offender records and documents.

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About the job

In this role, you will:

• obtain and verify required information to complete admission documentation;
• verify offender records to validate the legality of admittance documents;
• calculate fines and verify sentences;
• perform a variety of data entry functions with a high degree of accuracy;
• maintain up-to-date manual and electronic offender files and records;
• ensure documents are completed upon notification of transfer or discharge of offender;
• provide authorized information to justice officials, law enforcement agencies, offenders and the general public.

Please note: This position requires the ability to perform rotational shift work during the core business hours from 7 am to 9 pm, Monday to Friday, and is subject to change.

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What you bring to the team

Knowledge and Experience

• You have knowledge of records management.
• You have knowledge of office practices and procedures, and you can perform filing and clerical functions.
• You have proven ability to understand and apply legislation, guidelines and directives, and maintain offender records and information systems.

Analytical, Reasoning and Problem Solving Skills

• You demonstrate strong attention to detail in order to identify missing documents, ensure data integrity is maintained and to resolve errors.
• You have information-gathering skills to research, analyze and determine the appropriate course of action.
• You have strong mathematic skills to perform calculations and correct discrepancies.

Communication and Interpersonal Skills

• You can demonstrate tact and discretion when interacting with the public, members of the legal and law enforcement communities, institutional staff and other stakeholders .
• You can prepare a variety of written documents with a high level of accuracy.

Planning and Organizational Skills

• You have the ability to organize and prioritize your workload in order to respond to unforeseen demands, and manage conflicting deadlines.

Computer Skills

• You are proficient with word processing, spreadsheet and database software applications to input and retrieve information.
• You can review and update records information in database systems for file tracking and recording.

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Additional information:

Note:

• In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.
  
  Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Talent Acquisition Branch (TAB), HR Service Delivery Division (HRSDD) to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
• The information that you provide for the purpose of this competition and the results from this competition may be used to fill other positions. These positions may be of various tenures including short-term assignments. Your information and the results from this competition will be retained for the purpose of filling vacancies in accordance with the applicable collective agreement or policy provisions.
  E-CL-152307/20

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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.