Records File Clerk

Environment, Conservation and Parks | Environnement, Protection de la nature et Parcs; Milton; On-site; CAD 33,000 - 38,000; Full time

Benefits offered by this job

NAIP program

Job summary

Ontario Public Service is seeking a Records Management/Administrative Clerk for Maplehurst Correctional Complex in Ontario. The role focuses on file maintenance, confidentiality, and clerical tasks in a maximum security setting. This frontline, onsite position requires presence at the workplace.

Responsibilities include organizing filing systems, managing inactive records, and supporting staff with routine document handling and office equipment usage. NAIP incentive program may apply.

Qualifications

• Knowledge of records management and filing procedures to maintain a filing system.
• Ability to ensure confidentiality and security of files.
• Experience using office equipment to provide clerical support duties.

Responsibilities

• Maintain a filing system according to procedures for file retention, confidentiality and security.
• Maintain a records keeping and charge out system.
• Prepare inactive files for shredding and/or forwarding to Archives.
• Perform clerical duties such as typing labels, photocopying, shredding, etc.

Skills

Records management

Filing procedures

Clerical support

Office equipment

OTIS database

Confidentiality

Typing

Shredding

Tools

OTIS

Word processing

Spreadsheets

Database systems

Job description

$24.14 - $27.90 Per hour*

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

Do you have experience with records management and filing practices? If so, bring your administrative skills to the Maplehurst Correctional Complex and provide file maintenance services and clerical support duties in Ontario's largest maximum security detention centre.

Please note: As this is a frontline essential position, your physical presence at the office is crucial to this role. This position is mandatory onsite at the Maplehurst Correctional Complex.

About the job

• Maintain a filing system according to Ministry and institutional procedures/practices for file retention, confidentiality, and security
• Maintain a records keeping and charge out system
• Prepare inactive files for shredding and/or forwarding to Archives
• Perform various clerical duties such as typing labels, photocopying, shredding, etc.

What you bring to the team

Filing and Administrative Skills:

• You have knowledge of and experience with records management and filing procedures (including indexing and coding used in filing activities) in order to maintain a filing system
• You are able to ensure the confidentiality and security of files
• You have experience using various office equipment such as photocopier, shredder, fax machine to provide clerical support duties

Analytical Skills

• You can file materials according to pre-assigned coding, retrieve a variety of information, and track files
• You can identify issues and refer to the supervisor as needed

Communication and Interpersonal Skills

• You can respond to routine enquires regarding files as well as request documents
• You are able to provide helpful and courteous service to other institutional staff

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.

How we support diversity, inclusion and accessibility

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals who are eligible for Targeted Direct Assignments (TDA) to apply and encourage TDA eligible applications from Indigenous, Black, and racialized individuals, people with disabilities, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

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

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.