Records Clerk

Ontario Health atHome; Milton; Hybrid; CAD 39,000 - 45,000; Full time

Benefits offered by this job

Northern Attraction Incentive Program

Job summary

Ontario Public Service in Halton Region is seeking a Records Clerk to maintain accurate offender records and support lawful processing. You will verify documents, reconcile sentences, and manage both manual and electronic files, while ensuring confidentiality and compliance with applicable acts.

The role involves rotating shifts and requires clear communication with inmates, staff and justice officials. Two vacancies exist; training and a supportive team are provided.

Qualifications

• Experience with records management practices and filing systems.
• Ability to calculate, verify and ensure records align with court sentences and legislation and maintain confidentiality.
• Strong understanding of the criminal justice system and inmate sentencing.
• Ability to interpret and apply legislation (e.g., Criminal Code, Ministry of Correctional Services Act, FOIPPA).

Responsibilities

• Maintain accurate and up-to-date offender records and ensure legal compliance.
• Verify admittance documents and reconcile inmate sentences and fines.
• Maintain manual and electronic offender files; prepare documentation for transfers and discharges.
• Provide authorized information to justice officials, law enforcement, and the public.
• Ensure records are consistent with court sentences and legislation; correct discrepancies.

Skills

Records management

Office procedures

Information systems

Confidentiality

Criminal justice

Legislation

Communication skills

Tools

OTIS

Word processing

Spreadsheets

Database systems

Job description

Play a vital role in managing offender records with precision and care!

As a Records Clerk, your attention to detail will keep critical information flowing where it's needed most. Your contributions will be essential to ensuring offender records in our facility are accurate, complete, and accessible

This position requires the successful candidates to work rotating shifts. The shift rotations are:

• 7:00 am to 3:00 pm
• 2:00 pm to 10:00 pm

Region

Halton

Description

About the job

As a Records Clerk, you'll be responsible for maintaining accurate and up-to-date offender records. You will:

• Verify admittance documents and ensure legal compliance
• Calculate and reconcile inmate sentences and fines
• Maintain both manual and electronic offender files
• Prepare documentation for transfers and discharges
• Provide authorized information to justice officials, law enforcement, and the public

Amendment: There are two vacancies for this role

What you bring to the team

Specialized Knowledge and Skills

You have:

• experience with office procedures, including records management practice, filing systems, and information management systems.
• skills to calculate, verify, and check admission information as well as ensure records are consistent with court sentences and legislation, and maintain confidentiality.
• demonstrated understanding of the criminal justice system and inmate sentencing
• the ability to interpret and apply legislation (e.g., Criminal Code, Ministry of Correctional Services Act, Freedom of Information and Protection of Privacy Act)

Analytical and Problem-Solving Skills

You can:

• ensure the accuracy of inmate admission and discharge documentation and correct discrepancies.
• calculate, verify, and check admission information and ensure records are consistent with court sentences and legislation.

Communication and Interpersonal Skills

You possess:

• effective communication and interpersonal skills to interact with inmates, staff, justice officials, and the public in a tactful and diplomatic manner.

Organizational and Computer Skills

You have:

• proficiency in using computer software such as word processing, spreadsheets, and database systems (e.g., OTIS)
• well-developed organizational skills to prioritize work and meet deadlines.

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 qualifying 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. If you would like more information prior to applying, you may contact [e-mail]

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.

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

These roles come with a comprehensive compensation and benefits package that include:

• 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

Salary

$28.14 - $32.82 Per hour

Terms of Employment

Temporary Full-Time