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.
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)
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 letters/reports
• Ability to utilize mail distribution systems, provide reception support, respond to routine inquiries and direct telephone calls from clients, community partner, agencies and members
• 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.
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
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:
What we offer
The Ontario Public Service is one of Ontario's largest employers. Employees work for a wide range of ministries, with offices in more than 70 cities across the province.
We offer:
• a career that can grow across ministries and job functions
• flexible learning and developmental opportunities, including education and mentorship programs
• many employee networks offering support for and education about underrepresented groups
• tailored work arrangements, including opportunities like flex hours, self-funded leave and more
Our comprehensive compensation and benefits package includes:
• a defined-benefit lifetime pension plan (guaranteed, ongoing inflation-protected income after retirement)
• group health, dental, life and disability benefits
• a range of vacation and leave options
• an Employee and Family Assistance Program, which provides confidential counseling services