Inmate Records Clerk

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Do you enjoy lots of variety in your work? Are you a conscientious and well-organized individual seeking the opportunity to provide essential administrative support to the justice system? If so, consider this great opportunity where you can broaden your knowledge by providing support to managing offender records.

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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

You will:
• Receive, check and verify the accuracy of all admittance documents to ensure that offenders are legally admitted, detained and/or discharged
• Maintain up-to-date manual and electronic offender files and records and ensure documents are completed upon notification of transfer or discharge of offender
• Calculate and cross-check fines and sentences
• Contact offenders, police, court officials, family members and legal counsel to explain sentence calculations
• Maintain offender trust accounts and process offender orders, receipts and payments
• Resolve discrepancies regarding fines and inmates personal funds
• Prepare a variety of reports and forms related to offender records
• Provide information and statistical data to the courts and police as well as regional, head office and institutional managers

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What you bring to the team

Specialized Knowledge and Skills:

• You have demonstrated knowledge of manual and electronic records management systems and procedures
• You have knowledge of office practices and procedures as well as records keeping experience and working knowledge of manual and electronic filing and information systems
• You have the ability to interpret and apply legislation, regulations and statutes

Organizational and Analytical Skills:

• You have analytical, reasoning and problem solving skills to verify accuracy of information and correct discrepancies
• You have demonstrated organizational skills to carry out clerical duties related to the admission/discharge of offenders and to assist with the maintenance of inmate filing and information systems

Communication Skills:

• You have effective communication and interpersonal skills to interact with inmates, staff, justice officials and the public, in a tactful and diplomatic manner

Other Essential Skills

• You have effective communication and interpersonal skills to interact with inmates, staff, justice officials and the public in a tactful and diplomatic manner.
• You are proficient with word processing, spreadsheet, and database software applications in order to type letters, input and retrieve information.
• You have demonstrated organizational skills to prioritize work and meet deadlines.

Other Essential Skills:

• You have accurate mathematical skills to calculate and reconcile offender sentences and fines
• You are able to demonstrate computer proficiency with working knowledge of word processing, spreadsheet and database software applications

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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.
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  Employees working in congregate living settings may be 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. Furthermore, employees working in congregate living settings may be required to undergo regular rapid antigen testing, regardless of vaccination status, as determined by the Employer.

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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.