Probation and Parole Administrative Support Clerk

2 weeks ago

Caledonia, Canada Ombudsman Ontario Full time
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.

Note:The incumbent will be required to travel between the Simcoe and Caledonia Probation and Parole offices. Public transportation is not available between these locations. Mileage will be compensated when travelling by personal vehicle.

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?Mandatory• A valid driver's license and access to a reliable vehicle is required for this position as no public transportation is available between the two work locations (Simcoe and Caledonia Probation and Parole offices)

Administrative Skills:• You are able to understand and apply procedures, regulations and sections of related legislation
• You have knowledge of office practices and procedures to provide efficient administrative services
• You can apply sections of procedures manuals concerning client and administrative filing systems, confidentiality, information distribution, letter/report formats
• Ability to utilize mail distribution systems, provide reception support, respond to routine inquiries and direct telephone calls from clients and visitors
• Ability to maintaining inventory of supplies and office equipment by reporting malfunctions/issues and arranging service calls as required

Communication and Interpersonal Skills:• You have the ability to respond to inquiries in a tactful and diplomatic manner
• You have the ability to provide comprehensive explanations, convey information to clients, colleagues, courts, police and community stakeholders
• You are able to use written communication (including computer skills) to compose routine/standard correspondence and to ensure accuracy of content, grammar, spelling and punctuation when keyboarding/typing documents
• You have the ability to operate computer equipment and related word processing/software programs to transcribe correspondence, reports, probation and parole documents - to use database applications to enter, track and update client data

Analytical, Reasoning and Organizational Skills:• You have proven analytical and reasoning skills to determine what information can be provided to inquiries
• You have to ability to determine and realign priorities and to resolve competing priorities and conflicting meetings
• You can determine and realign your own priorities in order to respond to competing deadlines
• You have the ability to prioritize and manage workload flow, and use sound judgement when making decisions

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