Probation and Parole Administrative Support Clerk
Ministry of the Solicitor General
Contract • James Bay Coast Region
Probation and Parole Administrative Support
Organization: Ministry of the Solicitor General
Division: Probation and Parole
Job Term: 1 Temporary up to 12 months
Job Code: C08OAD - Office Administration 08 (COR)
Salary: $24.52 - $28.51 Per Hour*
*Indicates the salary listed as per the OPSEU Collective Agreement.
Job ID: 196861
View Job Description
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.
OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:
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 to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, 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.
We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.
What can I expect to do in this role?
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)
How do I qualify?
• 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. If you would like more information prior to applying, you may contact COR-ETU@ontario.ca
• 1 Temporary, duration up to 12 months, 38 Revillion Rd, 38 Rue Revillion, Moosonee, North Region, Criminal Record Check
Compensation Group: Ontario Public Service Employees Union
Category: Administrative and Support Services
Posted on: Thursday, March 16, 2023
In accordance with the Ontario
Public Service (OPS), Employment Screening Checks Policy (ESCP), the top
candidate(s) may be required to undergo a security screening check. Refer to
the above to determine the screening checks that are required for this
Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
How to apply:
• You must apply online.
• Your cover letter and resume combined should not exceed five (5) pages. For tips and tools on how to write a concise cover letter and resume, review the Writing a Cover Letter and Resume: Tips, Tools and Resources.
• 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 for this job. We rely on the information you provide to us.
• Read the job description to make sure you understand this job.
• 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 Contact Us to provide your contact information. Recruitment services team will contact you within 48 hours.
Please be advised that the results of this competition may be used to form an eligibility list of qualified candidates to potentially fill future vacancies represented by the Ontario Public Service Employees Union (OPSEU). In accordance with the Collective Agreement, eligibility lists are shared with OPSEU representatives. By applying to this competition, you are providing consent that your name may be shared with OPSEU representatives.
All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.
Remember: The deadline to apply is Thursday, March 30, 2023 11:59 pm EDT. Late applications will not be accepted.
We thank you for your interest. Only those selected for further screening or an interview will be contacted.
The Ontario Public Service is an inclusive employer.
Accommodation is available under the Ontario's Human Rights Code.
Job Expires: 2023-03-31