Inmate Records Clerk

Do you enjoy lots of variety in your work? Are you a conscientious and well-organized individual seeking the opportunity to provide essential administrative support to the justice system? If so, consider this great opportunity where you can broaden your knowledge by providing support to managing offender records.

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?

You will:
• Receive, check and verify the accuracy of all admittance documents to ensure that offenders are legally admitted, detained and/or discharged
• Maintain up-to-date manual and electronic offender files and records and ensure documents are completed upon notification of transfer or discharge of offender
• Calculate and cross-check fines and sentences
• Contact offenders, police, court officials, family members and legal counsel to explain sentence calculations
• Maintain offender trust accounts and process offender orders, receipts and payments
• Resolve discrepancies regarding fines and inmates personal funds
• Prepare a variety of reports and forms related to offender records
• Provide information and statistical data to the courts and police as well as regional, head office and institutional managers

How do I qualify?

Specialized Knowledge and Skills:

• You have demonstrated knowledge of manual and electronic records management systems and procedures
• You have knowledge of office practices and procedures as well as records keeping experience and working knowledge of manual and electronic filing and information systems
• You have the ability to interpret and apply legislation, regulations and statutes

Organizational and Analytical Skills:

• You have analytical, reasoning and problem solving skills to verify accuracy of information and correct discrepancies
• You have demonstrated organizational skills to carry out clerical duties related to the admission/discharge of offenders and to assist with the maintenance of inmate filing and information systems

Communication Skills:

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

Other Essential Skills

• You are proficient with word processing, spreadsheet, and database software applications in order to type letters, input and retrieve information.
• You have demonstrated organizational skills to prioritize work and meet deadlines.
• You have accurate mathematical skills to calculate and reconcile offender sentences and fines
• You are able to demonstrate computer proficiency with working knowledge of word processing, spreadsheet and database software applications