Probation and Parole Administrative Support Clerk (Part-Time 24 Hours/Week, Bilingual - English and French)

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Are you an administrative professional looking for an exciting opportunity to serve a diverse community? If so, join our team where you will collaborate with criminal justice partners and community organizations while providing clerical, administrative, and reception support services.

This position is located in Hearst (approximately 942 km away from Toronto). For more information on the location, please visit the Town of Hearst website.

Note: This position is a regular part-time position, requiring the incumbent to work 24 hours per week.

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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

In this role you will:
• provide reception duties and maintain standards for customer service
• prepare, distribute and request a variety of documents such as court reports, pre-parole reports, community information, and court documentation
• compose and type routine correspondence ensuring accuracy and proper distribution
• receive and direct telephone calls and communicate with clients with diverse needs
• receive and distribute mail
• maintain files and retention schedules
• perform sentencing calculations
• enter, update and correct information in the Offender Tracking Information System (OTIS)

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What you bring to the team

Mandatory Requirements

You must possess oral and written French language skills at the advanced level. Your proficiency level will be confirmed before hire.

Administrative Skills

• Knowledge of office practices and procedures to provide efficient administrative services - to follow appropriate procedures and manuals
• Knowledge of administrative filing systems, confidentiality protocols, information distribution, and formatting letter/report
• Ability to utilize mail distribution systems, provide reception support, respond to routine inquiries and direct telephone calls from clients and visitors
• Ability to maintain inventory of office supplies, as well as maintain office equipment by reporting malfunctions/issues and arranging service calls as required

Communication, Interpersonal and Computer Skills:

• Oral communication and interpersonal skills to respond to inquiries in a tactful and diplomatic manner
• Ability to provide comprehensive explanations, convey information to clients, colleagues, courts, police and community stakeholders
• Written communication including computer skills to compose routine/standard correspondence and to ensure accuracy of content, grammar, spelling and punctuation when keyboarding/typing documents
• Ability to operate computer equipment and related word processing/software programs to transcribe correspondence, reports, probation and parole documents
• Ability to use database applications (such as OTIS) to enter, track and update client data.
• You have demonstrated computer proficiency with software applications such as word processing, email, spreadsheet and databases

Analytical, Reasoning and Organizational Skills:

• Proven analytical and reasoning skills to determine what information can be provided to inquiries
• Organizational skills to determine and realign priorities and to resolve competing priorities and conflicting meetings
• Ability to determine and realign own priorities in order to respond to competing deadlines
• Ability to prioritize and manage workload flow to use sound judgement when making decisions

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Additional information:

Note:

• This ad is also available in French.
• This competition may be used to create an eligibility list of qualified candidates to fill upcoming opportunities.
• 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.
• T-CL-207840/23

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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.