Records Clerk

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Do you have a strong background in records management and have strong attention to detail? Consider this opportunity with the Ministry of the Solicitor General at the Central North Correctional Centre as a Records Clerk where you will maintain, document and track inmate records.

Note: This position requires the successful candidate to work rotating shifts. The hours will either be from 7am to 4pm or 11am to 8pm, Monday to Friday.

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How we support diversity, inclusion and accessibility

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

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About the job

• obtain and verify the required information to complete documentation;
• enter information into a tracking information system/computer records system;
• ensure proper documentation is received;
• follow-up on discrepancies;
• maintain adult inmate files and filing system;
• enter information into OTIS (Offender Tracking Information System);
• answer telephone enquiries from the public, lawyers, police, immigration, courts, and institutional staff.

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What you bring to the team

Specialized Knowledge and Skills

• You have demonstrated knowledge of records management in order to maintain inmate record files.
• You have experience with office practices and procedures particularly pertaining to records keeping, filing, and information systems.
• You are able to maintain confidentiality of information.
• You have an understanding of the criminal justice system.
• You are able to interpret and apply legislation, regulations, statutes, policies, and directives (such as the Criminal Code, Ministry of Correctional Services Act, Freedom of Information and Protection of Privacy Act, etc.).
• You are able to verify and check admission information to ensure records are consistent with court sentences and legislation.

Analytical, Reasoning and Communication Skills

• You can ensure accuracy of documentation by reviewing information provided by inmate, police and the courts as well as correcting discrepancies.
• You have effective communication and interpersonal skills in order to interact with inmates, staff, justice officials and the public in a tactful and diplomatic manner.

Other Essential Skills

• You are proficient with word processing, spreadsheet, and database software applications in order to input and retrieve information (i.e. OTIS).
• You have demonstrated organizational skills to prioritize work and meet deadlines.

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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), Corporate Talent Programs Branch, Talent and Leadership Division 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.
• At this time, all employees working in congregate living settings are required to provide proof they are fully vaccinated, meaning they are fully vaccinated as defined by the Ministry of Health (refer to: COVID-19 Fully Vaccinated Status in Ontario), including 14 calendar days have passed since receiving their final dose of the COVID-19 vaccine.
  
  Employees who do not provide proof of full vaccination will be deemed ‘not vaccinated' under the Employer's policy and will be required to attend a vaccine education program, as determined by the Employer. Employees who are not vaccinated under the policy with a valid medical exemption will not be required to attend a vaccine education program. All employees working in congregate living settings must undergo regular rapid antigen testing, regardless of vaccination status.
  C-CL-189622/22

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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.