Description

The incumbent provides administrative support services to Probation Officers within the Community Corrections Office.

Responsibilities include reception both in person and telephone, software applications, data entry into ORCA (Offender Records and Correctional Administration) computer system and offender file maintenance. This position liaises with other divisions, departments and the public for providing and/or obtaining information.

RESPONSIBILITIES AND ACTIVITIES

RECEPTION

- Responsible for telephone and in person reception. Answering telephone inquiries including computer searches, accurately screening and directing calls, and taking messages for assigned officers.
- As required, have clients fill out the applicable office reporting form.
- As required, book appointments for clients on Probation Officer's behalf in their absence.

ADMINISTRATIVE

- Accurately sort and distribute incoming and outgoing mail.
- Prepare a variety of time sensitive, confidential Court reports, routine correspondence and related documents relative to the probation office.
- Maintain offender files pursuant to guidelines including opening and closing.
- Storage and archiving offender files and office administrative records using the Inactive Records Information System (IRIS).
- Accurately close adult Alternative Measure and Extrajudicial Sanctions files ensuring distribution of appropriate documentation.

DATA ENTRY

- Upon commencement of Community Corrections programs all offenders must be entered into the Offender Records and Correctional Administration (ORCA) data system ensuring initial proper name search is completed avoiding duplication of offenders. This includes entering information on several screens ensuring a high degree of accuracy is maintained.




- Transferring of files both in and out of the office, ensuring that ORCA is updated accordingly.
- Close files in ORCA according to policy. Ensuring files are closed appropriately (i.e. successful/unsuccessful), as well as ensuring all conditions are updated and closed appropriately.
- Responsible for researching and updating information referenced on the ORCA Exception List and conducting the necessary inquiries concerning ORCA deletion or merge requests.
- Knowledge of browse functions utilizing Justice Online Information Network (JOIN) in order to obtain offender information to update offender files.

SCOPE

Position is a member of an administrative team that provides a variety of support services to the Community Corrections Office, a multi-service office delivering various programs for adults and young offenders such as Probation, Peace Bonds, Conditional Sentence Orders, Temporary Absence, Pre-Trial, and Alternative Measures. Position performs administrative responsibilities related to these programs. Ensure all file matters are dealt with in accordance with FOIP.

Must be able to multi-task, be a self-starter, and team participant.

KNOWLEDGE, SKILLS & ABILITIES:

Position requires knowledge of the Department, including systems and procedures. Working knowledge of the program areas,



administrative processes and procedures related to the position duties. General knowledge of the programs for Adult and Young Offenders, for example Probation, Peace Bond, Conditional Sentence Orders, Pre-Trial, Temporary Absence, Alternative Measures, Conditional Supervision, Fine Option, and Extra Judicial Sanctions.

Position requires knowledge of Court orders/agreements in order to accurately enter data on offenders into ORCA. Knowledge of the Community Corrections Policies and Procedures, Criminal Code, Controlled Drug and Substances Act, Youth Criminal Justice Act, Young Offenders Act, and various Alberta Statutes and Regulations applicable to Correctional Services.

Must be able to work with a variety of office equipment and have excellent keyboarding skills. Good communication skills and ability to work independently referring any problems or concerns to their supervisor. This position requires high school graduation and 1-2 years of general office experience including sound computer and data entry skills. Must possess intermediate skills in Word, Excel, and Outlook, as well as a working knowledge of all applicable computer programs such as ORCA and JOIN.

CONTACTS

Position provides routine information to callers (clients, agencies and public) within the FOIP Act. Performs a receptionist role requiring the ability to properly direct visitors and callers in a skilled and friendly manner. Position may encounter distressed and/or difficult callers and would be required to exercise sensitivity and understanding in determining appropriate action.

This position reports to the Administrative Support 5 and liaises with Probation Officers, Senior Probation Officers, and Managers.

📌 GOAPR491 Administrative Assistant - Junior (Canada)
🏢 Omega solutions
📍 Canada