Program Clerk

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The Ministry of Public and Business Service Delivery requires a Program Clerk to process and ensure the continuity of records, documents and mail.

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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 information and support services related to designated services or line(s) of business to internal and external customers, in response to telephone, mail, email and fax inquiries
• collect and record statistical information on incoming and outgoing documents and records
• coordinate time-sensitive reports for distribution

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What you bring to the team

Administrative Knowledge and Skills:

You have:
• the ability to acquire and apply knowledge of the unit and branch workflow and functions
• knowledge of filing, record retention schedules and bring forward systems to ensure security of documents and information

Analytical Skills:

• You have experience performing a routine quality assurance review to ensure documents are accurately completed and ready for processing

Communication and Interpersonal Skills:

You have:
• good written/oral communications to prepare form letters for clients identifying missing information and liaise with staff in connected units
• good interpersonal skills to work in a team environment

Organizational Skills:

• You have good organizational skills to maintain/use a large filing system and to organize and prioritize own workload and work under general supervision

Computer Skills:

You have:
• experience using computer software to verify client data submitted on application forms, to prepare statistical reports and record information
• experience receiving, logging, tracking and distributing applications using an electronic tracking application

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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.
• E-MG-213213/24

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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.