Administrative Assistant/Support Staff

Primary duties

• Keyboarding / typing / composing / transcribing and editing a variety of documents ( e.g. PSRs, PPRs, warrant summons, Crown Briefs, temporary absences, critical incident reports, memos, letters, statistical reports, and other documents & materials)
• Editing, formatting, and distributing reports for court or parole board within tight deadlines; verifying for accuracy Court dispositions, distribution of docs (e.g. PSRs/PPRs, letters, Briefs)
• Gathering client information and completing referral intake documents and Part A Risk Screening; populating information into CPIC; tracking and distributing intake information to relevant offices
• Scheduling and revising client appointments and/or meetings as required
• Provide reception duties and maintain standards for customer service
• Assist manager with schedules for office coverage and coordination of services for front office administration area (including reception duties)
• Managing client records in OTIS by entering, modifying, retrieving information, backing up data (legal documents, tombstone data, client activity e.g. CPIC hit)
• Calculating client sentences (probation/parole/conditional), verifying information and contacting institutions/jails as necessary; assisting others in use of OTIS as required
• Preparing/forwarding legal documents for allegations of Breach of Conditional Sentence, Probation, Parole or other enforcement action.- Receiving clients, answering phones, directing callers / clients to other offices, agencies, community contacts and programs; providing general and specific/detailed information, answering questions and liaising with stakeholders (PPOs, officers of the court, crown attorney, police, government / community agencies and the general public, etc)
• Assisting with tracking client attendance in core and other programs (e.g. anger management, CSO, PARS)
• Processing incoming/outgoing mail (picking mail up, stamping, distributing, etc.) and maintaining a log of all incoming and outgoing correspondence
• Maintaining systems and office equipment by reporting malfunctions/issues, (building access, technology, communication systems/equipment) and arranging service calls as required 
• Maintain inventory of office supplies
• Managing electronic and hard copy client files by opening, collecting, updating information, amending filing hard copy documents, tracking warrants, reconciling electronic case load fi les with hard copy files, closing and archiving records according to OPS retention schedules
•  Requesting closed files using appropriate documentation (i.e. for archived material).- Identifying a need for new or revised local office protocols/procedures and assisting with development / implementation of local office processes and procedures regarding the French Language positions
• Liaise with justice stakeholders, local service and other community agencies and contract service contract personnel
• Contribute to a healthy, respectful, effective and inclusive workplace through effective teamwork and interaction with others and adherence to relevant policies and procedures, including the Ministry's Statement of Ethical Principles.
• Performs Other Duties:- Maintaining office supplies; attending meetings; taking and transcribing meeting minutes; assisting with fleet management and vehicle logs, providing office orientation to new staff; assist with data collection and reconciliation to retrieve, process, collate, compile and verify statistics (e.g. Warrants, CSO, Substance Abuse, PARS) for various government data collection and service provider agencies. 
  Assisting Community Services Representative and volunteers with various administrative functions and tasks.