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Records Clerk

3 months ago

Milton, Ontario, Canada Ontario Ministry of the Solicitor General Full time

The Ministry of the Solicitor General, Institutional Services, Central Region, seeks your strong analytical skills to provide accurate processing and maintenance of offender records and documents.

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:

  • obtain and verify required information to complete admission documentation;
  • verify offender records to validate the legality of admittance documents;
  • calculate fines and verify sentences;
  • perform a variety of data entry functions with a high degree of accuracy;
  • maintain up-to-date manual and electronic offender files and records;
  • ensure documents are completed upon notification of transfer or discharge of offender;
  • provide authorized information to justice officials, law enforcement agencies, offenders and the general public.

Please note:

This position requires the ability to perform rotational shift work during the core business hours from 7 am to 9 pm, Monday to Friday, and is subject to change.

How do I qualify?Knowledge and Experience

  • You have knowledge of records management.
  • You have knowledge of office practices and procedures, and you can perform filing and clerical functions.
  • You have proven ability to understand and apply legislation, guidelines and directives, and maintain offender records and information systems.
Analytical, Reasoning and Problem Solving Skills

  • You demonstrate strong attention to detail in order to identify missing documents, ensure data integrity is maintained and to resolve errors.
  • You have information-gathering skills to research, analyze and determine the appropriate course of action.
  • You have strong mathematic skills to perform calculations and correct discrepancies.
Communication and Interpersonal Skills

  • You can demonstrate tact and discretion when interacting with the public, members of the legal and law enforcement communities, institutional staff and other stakeholders.
  • You can prepare a variety of written documents with a high level of accuracy.
Planning and Organizational Skills

  • You have the ability to organize and prioritize your workload in order to respond to unforeseen demands, and manage conflicting deadlines.
Computer Skills

  • You are proficient with word processing, spreadsheet and database software applications to input and retrieve information.
  • You can review and update records information in database systems for file tracking and recording.