Probation Administrative Support

Fonction publique de l'Ontario; Toronto; On-site; CAD 37,000 - 43,000; Full time

Job summary

The Ministry of Children, Community and Social Services is seeking an administrative professional to support the Youth Justice Probation Offices within the Service Delivery Branch. The role involves transcribing documents, handling reception duties, and maintaining client files in a busy governmental office.

Responsibilities include data entry for sentence calculations, coordinating with courts and offices, and assisting Probation Officers with file preparation and updates.

Qualifications

• Knowledge of office administration policies and how to provide administrative support to a governmental branch (invoices, expenses, records).
• Experience with Criminal Justice system policies and Youth OTIS Elite database for inquiries, reports, and correspondence.

Responsibilities

• Transcribe and type correspondence, reports and documents.
• Provide telephone and reception duties.
• Maintain client and office files.
• Support Probation Officers with file preparation and updates.
• Enter and verify data to ensure proper sentence calculation.
• Liaise with offices, courts and stakeholders to exchange information.

Skills

Office administration

Criminal Justice knowledge

Problem solving

Communication skills

Tools

Youth OTIS Elite

Microsoft Office Suite

Job description

Ministry of Children, Community and Social Services

Division:

Youth Justice Services

City:

Brampton, Cambridge, Toronto

Position(s) language:

Job term:

3 Temporary (Up to 12 months with possible extension)

Job code:

C08OAD - Office Administration 08 (COR)

$26.92 - $31.31 Per hour*

*Indicates the salary listed as per the OPSEU Collective Agreement.

Are you interested in working with a great team to help at-risk youth? If so, bring your strong administrative and problem-solving skills to the Ministry of Children, Community and Social Services where you can provide operational and administrative support to the Youth Justice Probation Offices in the Service Delivery Branch, and assist Probation Officers with the reintegration/rehabilitation of at-risk youth.

About the job

• Transcribe and type correspondence, reports, documents
• Provide telephone and reception duties
• Maintain client and office files
• Support Probation Officers in preparing, searching, and updating files and records
• Enter, check, and interpret computerized data in order to ensure proper sentence calculation
• Liaise with other offices, courts, and relevant stakeholders to exchange information and resolve issues
• Distribute mail and messages appropriately

What you bring to the team

Technical Knowledge:

• You have knowledge of office administration policies, procedures and practices to provide administrative support to the branch (i.e. processing invoices and expense claims and making purchases, maintaining electronic and hard copy records).
• You have experience using knowledge of Criminal Justice system policies, legislation, procedures and activities to respond to inquiries, maintain Youth OTIS Elite database system, and prepare correspondence and reports.

Office Administration Skills:

• You have demonstrated experience using arithmetic to prepare expense claims and maintain program financial records.
• You have proven knowledge of the operations of office equipment such as photocopier and facsimile to photocopy material and transmit correspondence.
• You have experience making meeting/travel arrangements that meet staff/schedule requirements, and tracking mail/correspondence.

Problem-Solving and Analytical Skills:

• You use problem-solving skills to respond tactfully to inquiries, to prioritize work and refer issues as required.
• You have strong accuracy and attention to detail in order to enter information/updates into Youth OTIS database, supervision dates, YOTIS calculations, and preparing and updating files for Young Persons.
• You are experienced in ensuring relevance when gathering and organizing materials and information and determining the most effective format for materials.

Communication Skills:

• You have proven oral communication skills to request and provide information to ministry staff and the general public, to provide reception services and to coordinate and arrange meetings.
• You have demonstrated written communication skills to prepare reports, memoranda, presentations with graphics, maintain records and produce reports using computer software such as; Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

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

What we offer

The Ontario Public Service is one of Ontario's largest employers. Employees work for 29 ministries, with offices in more than 70 cities across the province.

• a career that can grow across ministries and job functions
• flexible learning and developmental opportunities, including education and mentorship programs
• a comprehensive compensation and benefits package
• comprehensive benefits that look after your holistic wellness needs
• base salary that aligns to market trends with performance-based pay and scheduled salary progression
• tailored work arrangements, including opportunities like flex hours, self-funded leave and more
• a modern, friendly and accessible physical work environment

Additional information:

• 1 English Temporary, duration up to 12 months, 201 County Crt Blvd, Brampton, Central Region, Broad Record Check
• 1 English Temporary, duration up to 12 months, 3200 Dufferin St, Toronto, Toronto Region, Broad Record Check
• 1 English Temporary, duration up to 12 months, 150 Main St, Cambridge, West Region, Broad Record Check
• 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.
• OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
• If you require a disability related accommodation in order to participate in therecruitment process, please ContactUs to provide your contact information. Recruitment services team willcontact you within 48 hours.

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.