Probation and Parole Administrative Support Clerk

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

Job summary

Ontario Public Service in Moosonee is seeking a Probation and Parole Administrative Support Clerk to provide reception, clerical, and documentation support in collaboration with criminal justice partners.

The role includes OTIS data entry, filing, and handling court reports, with occasional travel to remote locations. Northern Attraction Incentive Program applies; work location is Moosonee, Ontario.

Qualifications

• Knowledge of office practices and procedures to provide efficient administrative services
• Confidentiality protocols, information distribution, and formatting letters/reports
• Respond to routine inquiries and direct telephone calls from clients and visitors
• Maintain inventory of office supplies and arrange service for office equipment

Responsibilities

• Provide reception duties and maintain customer service standards
• Prepare, distribute and request 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 OTIS system

Skills

Reception duties

Customer service

Office procedures

Confidentiality

OTIS database

Tools

OTIS

Word processing

Job description

Probation and Parole Administrative Support Clerk

1 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 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.

This position is located in Moosonee (approximately 852 km away from Toronto). For more information on the location, please visit the Town of Moosonee website .

About the job

• 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)

Mandatory requirements:

• Occasional travel to remote locations that are not accessible by public transportation may be required.
• A valid Ontario class G driver's license is required.

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 letter/report
• Ability to utilize mail distribution systems, provide reception support, respond to routine inquiries and direct telephone calls from clients and visitors
• 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

Northern Attraction Incentive Program:

This position qualifies for the Northern Attraction Incentive Program (NAIP). NAIP is a pilot recruitment program which offers financial incentives to new hires in specific positions in designated institutions and probation and parole offices in Northern Ontario, including external candidates to the Ontario Public Service and existing employees who agree to work for a term of three years.

All applicants will be provided with more information on the program, once the job advertisement closes.

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 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
• a comprehensive compensation and benefits package
• 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, 38 Revillion St, Moosonee, North Region, Criminal 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.

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.