Clerk 2 (Relief Roster)

About Us

The Correctional Services division of the Department of Justice is responsible for the administration and operation of community and custody-based programs and services for incarcerated adults and youth. Within the Correctional Services core business area there are two programs: Community Corrections and correctional facilities. Each of these program areas is broken down into closely related activities that have a specific impact on the program's target group.
 

About Our Opportunity

As the Clerk 2, you will report to the Manager of Administrative Services and are responsible for assisting in the maintenance and control of the central repository of facility files and related records in accordance with the STAR/STOR system. You are also responsible for the provision of canteen services within the facility to the incarcerated population.
 

Primary Accountabilities

• Create new files; collect, pre-sort, and file all departmental records.
• Maintain spreadsheets
• Scan and upload documents.
• Maintain counter service for files and answer telephone enquiries.
• Perform sign-out function for files being accessed by authorized facility personnel.
• Transfer records (from active to inactive) to the Central Registry in accordance with approved retention schedules and appropriate divisional policies.
• Complete boxing of files and create and maintain shelf lists.
• Perform searches for materials, upon request.
• Verify information and account information for individuals in custody.
• Generate accounting reports, as necessary.
• Ensure the maintenance and control of the filing system (administrative and custodial files).
• Retrieve information from files and complete daily filing of documents
• Photocopy as required.
• Implement requisitions: review, record, and process documents daily.
• Responsible for the effective operation of the Canteen services for individuals in custody. This includes managing stock levels, inputting sales and packing of canteen orders.
   

Qualifications and Experience

To be considered for this opportunity, you must hold three (3) years of related administrative/clerical experience. An equivalent combination of training and experience may be acceptable.

You have proficient keyboarding skills and a sound knowledge of general office procedures and computer programs, including MS Office (Word, Excel, Outlook, etc.). You have some experience with file and/or records management.

You are self-motivated, can work with minimal supervision and maintain the highest level of confidentiality, while working with sensitive, private information/records. You exercise tact and diplomacy and have good organizational and communication skills.

Knowledge of a records management system would be an asset.

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.
 

Equivalency

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.
 

Additional Information

The facility is a 24-hour operation and is a tobacco-free environment.

Employment is contingent on successful completion of appropriate background checks, which
include a vulnerable sector check with fingerprints and employment references. 

A relief employee is an employee who is not regularly scheduled by the Employer, but who works relief assignments on an as-needed basis as operational requirements demand. As such, a relief employee does not have guaranteed hours of work.
 

What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career
• Engaging workplace: our Employees feel valued, respected, connected, and tuned in, we have forward-thinking policies and strategies
• Countless career paths
• Department specific flexible working schedules