Probation and Parole Administrative Support Clerk

Anishinabek Employment & Training Services; North Bay; On-site; CAD 37,000 - 43,000; Part time

Job summary

Ontario Public Service in North Bay is seeking a Probation and Parole Administrative Support Clerk. This part-time role provides reception duties, document preparation, and OTIS data entry to support probation and parole operations.

The position requires strong administrative, communication, and organizational skills, with duties including file maintenance, mail handling, and routine correspondence. Collaboration with partners is essential.

Qualifications

• Knowledge of office practices and procedures to provide efficient administrative services.
• Ability to follow procedures and manuals.
• Knowledge of filing systems, confidentiality, and documentation formatting.
• Ability to manage mail distribution, reception, inquiries, and calls.

Responsibilities

• Provide reception duties and maintain customer service standards.
• Prepare, distribute, and request court reports, pre-parole reports, community information, and court documents.
• Compose routine correspondence with accuracy and proper distribution.
• Receive and direct telephone calls and communicate with diverse clients.
• Receive and distribute mail and maintain files and retention schedules.
• Perform sentencing calculations and update OTIS records.

Skills

Administrative skills

Communication

Analytical & organizational

Tools

OTIS

Job description

Probation and Parole Administrative Support Clerk

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

Employment Type

Part Time

Job Occupation Type

Administrative Assistant

Total Positions

1

Wage

$26.92-$31.31

Hours/Week

0

Days of Work

n/a

Closing Date / Apply By

10/28/2026

Start Date

n/a

Duties

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)

Qualifications

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

Criminal Record Check

Work hours:

Schedule 3-7

Category:

Administrative and Support Services

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.