Records Clerk

Fonction publique de l'Ontario; Milton; On-site; CAD 39,000 - 45,000; Full time

Benefits offered by this job

Northern Attraction Incentive Program

Job summary

Ontario Public Service is seeking a Records Clerk to manage offender records with precision. You will verify admittance documents, reconcile inmate sentences, and maintain both manual and electronic files to ensure accuracy and accessibility of information across the facility.

You will work rotating shifts and must interpret legislation, maintain confidentiality, and communicate effectively with inmates, staff, and external officials. Training on OTIS and related systems will be provided.

Qualifications

• Experience with records management practices and filing systems.
• Ability to interpret legislation and ensure compliance with court sentences and privacy laws.
• Demonstrated understanding of the criminal justice system and inmate sentencing.

Responsibilities

• Verify admittance documents and ensure legal compliance.
• Calculate 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.

Skills

Records management

Office procedures

Information systems

Criminal justice knowledge

Legislation interpretation

OTIS

Communication skills

Tools

OTIS

Word processing

Excel

Database systems

Job description

$28.14 - $32.82 Per hour*
*Indicates the salary listed as per the OPSEU Collective Agreement.

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

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

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

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

Additional information

• 3 English Permanent, 661 Martin St, Milton, Central Region, Criminal Record and Judicial Matters Check, Credit History Check, Local Police Databases Search, PIP/NICHE/RMS
• 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.
• The information that you provide for the purpose of this competition and the results from this competition may be used to fill other positions. These positions may be of various tenures including short-term assignments. Your information and the results from this competition will be retained for the purpose of filling vacancies in accordance with the applicable collective agreement or policy provisions.
• Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements forthis job. We rely on the information you provide to us.
• 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 the recruitment process, please ContactUs to provide your contact information. Recruitment services team will contact 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.