Administrative (Data) Support Clerk

New Req: Administrative (Data) Support Clerk - Ministry of Solicitor General

Requirements

• Deliverables include the manual data entry of incidents into an Access database.There is a backlog from (beginning Janaury 2022) that needs ot be entered in order to bring the database into current time.These resources will be required to read incoming incident reports and manually enter the applicable information into the database.The database has both boxes for checking required items and text boxes for typing in narrative required.

Work Location

Candidates must work full-time on-site at one of the following locations:

• 25 Grosvenor Street, 17th Floor, Toronto, ON

or

• 200 First Avenue West, 3rd Floor, North Bay, ON

Working Arrangement

• On-site

Working Hours

7.25 hours/day

Duration

• September 11th 2023 to February 9th 2024

Information Duties

1. Purpose of Position ' Working in a team environment with two other Administrative Support Clerks (OAG 09), the purpose of this position is to support the staff of the Information Management Unit in identifying contentious/potentially contentious issues and facilitating the appropriate action or response in a timely manner.

2. Duties and Responsibility ' 15% - Administrative duties related to the reviewing/monitoring of incident reports submitted from both field and corporate locations; identifying issues and following up with ministry staff/offices to request information/updates on incidents submitted as required; ensuring updates/changes in situation are brought to the attention of the appropriate IMU staff member (i.e. manager and/or Program Advisor). ' 40% - Inputting and maintaining the appropriate incident database for tracking of all offender/inmate and employee/other incident reports; recording/tracking and following-up with field offices if required to ensure information requests are met; creating/programming specialized ad-hoc reports from the incident databases to meet information requests from senior management as well as prepare standard database reports for Program Advisors; accessing the Offender Tracking and Information System (OTIS) to obtain information on inmate/offender specifics as required for incident reporting as well as run OTIS reports for Program Advisors to assist in briefing material preparations; supporting Correspondence officers in tracking of correspondence status through use of correspondence database tracking system (i.e. e-Correspondence). ' 20% - Perform general office duties: searching files, directives/manuals to assist Program Advisors in preparing briefing materials as well as maintain ongoing files on briefing materials for future access by IMU staff for senior management; reception duties/responding to inquiries and referral to appropriate IMU staff member;taking/relaying messages; assist IMU staff with formatting of reports and briefing materials prepared in MS Office Suite of Products; alerting manager of impending deadlines; preparing summary reports and other requests regarding IMU operations; booking of boardrooms/accommodations, etc. for meetings/conferences. ' 20% - Monitor inventory of office supplies and unit computer inventory; purchasing office supplies; reconciling PCard expenditures to monthly statement; reconciling travel claims to ensure they meet ministry standards prior to manager's approval; complete SODO orders for purchasing of computer equipment, staff account management and telephones, etc.; assist with unit budgeting reporting requirements. ' 5% - Perform other related duties as assigned by Manager.

Knowledge

' Position requires knowledge of relevant government and ministry directives, policies/procedures and guidelines and relevant legislation (i.e. FOI, MCS Act & Regulations, etc.) and current contentious issues. ' Requires knowledge of Correctional Services structure, goals/objectives in order to identify possible contentious issues and respond to inquiries or redirect to appropriate IMU staff member (manager, Program Advisor, Correspondence officer) ' General knowledge of Ontario Government structure in order to make appropriate referrals and consultations

Skills

Position requires strong analytical skills and ability to exercise judgement to assess sensitivity of incident/issues; identifies issues requiring immediate attention by Manager or Program Advisor ' Requires reasoning skills to identify information that requires updating on database or preparation of reports from database; as well as to respond general inquiries to ensure confidentiality is maintained and providing information on a need-to-know basis; ' Requires problem solving skills to ensure deadlines are met; determining priority of issues when performing multiple tasks with conflicting deadlines; ' Requires analytical skills to create/program/prepare reports based on specific information requests from/for senior management. ' Requires technical skills in Microsoft Suite of Products (MS Word, Excel, Access, Outlook, etc.) in order to assist with the formatting of reports and briefing materials; ' Ability to enter data into incident databases (i.e. .NET/SQL, Access) and prepare ad-hoc and standard reports from these applications ' Ability to use OTIS and OTIS Reports ' Ability to use standard ministry correspondence applications (i.e. e-Correspondence) ' Knowledge of operations of office equipment such as multi-function devices, printers, phone systems and ministry standard computer technology.