Amended - Records Clerk

---

Do you have strong records management skills and excellent attention to detail?

Consider this opportunity with the Toronto East Detention Centre where you will ensure the accurate processing and maintenance of offender records and documents.

---

About the job

In this role, you will:

• obtain and verify required information to complete admission documentation;
• prepare and verify discharge information;
• calculate and/or verify sentences, and ensure records are accurate;
• follow-up on discrepancies;
• maintain offender record and filing systems;
• enter information into the Offender Tracking Information System (OTIS);
• respond to inquiries from members of the public, lawyers, police, and immigration, courts and institutional staff.

Please note: This position requires the ability to work during the extended business hours from 12:00 PM – 8:00 PM, Monday to Friday, and is subject to change.

Please note: This position requires your physical presence at the advertised location, in line with operational needs.

---

What you bring to the team

Records Management Knowledge and Skills:

• You have excellent knowledge of records management.
• You have knowledge of office practices and procedures, particularly in records keeping, filing and information systems.
• You can maintain confidentiality of information.
• You can calculate, verify and check admission information to ensure records are consistent with court sentences and legislation.

Analytical, Reasoning and Problem-Solving Skills:

• You can ensure accuracy of documents by reviewing information provided by offenders, the police and courts, and correct discrepancies.
• You have strong arithmetic skills to calculate and reconcile information.

Organizational Skills:

• You can prioritize work and meet deadlines.
• You are able to work in a fast-paced environment.

Communication and Interpersonal Skills:

• You can handle yourself in a tactful and diplomatic manner when interacting with offenders, staff, justice officials and the public.
• You have strong oral communication skills to respond to inquiries from members of the public, lawyers, police, and immigration, courts and institutional staff.
• You can work effectively and collaboratively as part of a team.

Computer Skills

• You are proficient with word processing, spreadsheet and database software applications (e.g., Offender Tracking Information System) in order to input and retrieve information.

---

Don't meet every qualification?

If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!

---

How we support diversity, inclusion and accessibility

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.

Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer  accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please  contact us.

Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

---

Additional information:

Note:

• About security checks:
  A criminal or other federal offence record does not automatically disqualify you from the position. We consider each situation based on the position's responsibilities.
  If a check is needed and you've lived outside of Canada in the past 5 years for 6 or more months in a row, or if you are not a Canadian resident, you'll need to provide an out-of-country police clearance certificate from the country you lived in.
  Employment screening checks are only reviewed and evaluated by the Transition and Security Office, which also maintains them and keeps them strictly confidential.
• T-CL-227680/25

---

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.