Court Documents Clerk (Contract)

The Team you are Joining Who We Are :

The Halton Regional Police Service contributes to the safety and well-being of more than 620,000 residents in Halton Region which includes the Towns of Milton, Halton Hills and Oakville, and the City of Burlington.

It is our continual pursuit of excellence that keeps Halton at the forefront of policing and as a leader in the public safety arena.

Through upstream approaches, partner collaboration, training, community engagement and a strong focus on inclusion and diversity, we have been able to maintain Halton’s status as the safest Canadian municipality with a population of 100,000 or more.

This is exemplified through deep collaboration between our growing team of over 1,100 members and our residents, businesses, non-profit organizations, and municipal governments.

About the Role How you will Contribute to the Service :

Transform your career within The Crown Brief Review Group at HRPS who are currently seeking dedicated Court Documents and Disclosure Clerks - (Temporary as Required ).

The Court Documents and Disclosure Clerk (CDDC) is a pivotal role that contributes to the effectiveness and efficiency of police operations, and ultimately the safety and well-being of the Halton community.

The CDDC is responsible for the interpretation of officer submitted documents and then the preparation, handling, organization, and redaction of police documents, court documents, documentary and digital evidence, and ongoing Court disclosure.

The CDDC works collaboratively with Police members and the Crown Attorney’s office to ensure fulsome, accurate information is disclosed in a timely manner and that additional / new disclosure is provided according to mutually agreed upon timelines.

Disclosure requirements are assessed and reviewed until such a time a case is complete. The CDDC is also responsible for the maintenance, retention and destruction of original documents and digital media in accordance with mandated retention schedules.

If you are passionate about compiling and ensuring the accuracy of documents and eager to make a positive impact, dedicated to community safety, then start your life-changing journey today, as this is the ideal environment to channel your skills and expertise in a meaningful manner .

Here's what you’ll get to do :

• Responsible for preparing and processing informations, summons and warrants, Crown Briefs and other court documents. Maintains records of Court Documents and ensures their timely submission to Courts.
• Reviews arrest reports and supporting documents. Prepares informations. Selects appropriate wordings for charges. Ensures Criminal Code section numbers, dates, places and other details are correct, and that documents are appropriately signed and dated.
• Logs accused person's name, charges and court dates for follow-up with officers. Distributes and files informations, summons and warrants
• Prepares Crown Briefs, including receiving and logging briefs, creating NICHE documents, matching informations with briefs, collating relevant documentation, preparing statements and synopses, creating index and jackets, recording completed briefs and forwarding to the Crown's office.
• Queries a variety of information sources such as CPIC, RCMP Criminal Record, Ministry of Transportation Office (MTO) etc.

to identify and access / request required information. Request charges to be added / removed from CPIC.

• Determine if media or documentation from other organizations is required and if applicable make appropriate requests.
• Follows up with HRPS officers regarding missing charges, to obtain missing documents, clarify details and ensure that documents are processed.
• Reviews material included in the brief and redact sensitive victim and witness information.
• Communicates with Crown Attorney, defence lawyers and Court Administration as required.
• Queries NICHE and contacts Central Lock Up (CLU) to determine if bail / WASH briefs are required. Prepares and submits bail and WASH (Weekend and Stat Holiday) court briefs.
• Photocopies, collates, files and distributes copies of court documents.
• Maintains database for uniform and Criminal Investigations Bureau (CIB) officers to log, track, and follow-up on disclosure and forwarding disclosure to Case Management.
• Monitors upcoming court dates, Arrest Summary Report, and manual record tracking system. Notifies HRPS officers of upcoming dates and ensures that all documentation is submitted.
• Assists officers with Judge's Orders, Bail Hearing or Arrest Warrant Briefs / Informations to ensure documentation is complete and accurate.
• Meets with new recruits to review the court document process and requirements. Advises the training bureau that the review of information has taken place.
• Acts as Commissioner of Oaths to swear affidavits for the issue and service of Court documents.
• Other related duties as assigned.

What you’ll Bring to the Role :

Education, Certifications and Qualifications : High school education.

Previous Experience, Knowledge and Skills :

• Minimum of one year of administrative or related work experience.
• Knowledgeable about Adobe E-briefs is an asset.
• Knowledge and experience in transcribing, compiling, and cross-indexing Crown Briefs
• Familiarity with the Criminal Code of Canada and the Court System
• Knowledge of police organizations, and / or a law enforcement background

Computer skills : Excellent computer skills : Microsoft Outlook, Word, Excel and Adobe etc.

Work Schedule : Must be available to work twelve (12) hour shifts. Shifts are 5am-5pm and are scheduled 7 days a week, 365 days a year, including weekends and holidays.

Full-time members work an eight (8) day rotating schedule of four (4) consecutive shifts, followed by four (4) consecutive days off.

Temporary-As-Required employees will be assigned a maximum of fourty-four (44) hours per week (Sunday-Saturday) and will be provided at least fourteen (14) days’ notice of their scheduled shifts.

Additional shifts may be offered based on unit needs.

This role is not eligible for Hybrid work arrangements.

What We Offer :

We offer the opportunity to join a progressive work environment with a leading police service. Our Service is committed to the values of Trust and Respect, Integrity, Accountability, Excellence, Teamwork and Justice.

We provide our employees with a competitive salary and benefits package which includes but is not limited to training and development opportunities, onsite fitness opportunities, access to wellness resources and participation in a defined benefit pension plan Ontario Municipal Employee Retirement System (O.M.E.R.S.).

This position is based out of our 2 District police station, located at 95 Oak Walk Drive, Oakville

Hourly Rate of Pay : $38.95

How to be Considered for This Exciting Opportunity :

Please apply on line with a resume and a detailed letter outlining your experience and skills and how they relate to this role with the Service.

This should be forwarded in confidence to our Staffing Advisor, Human Resource Services, quoting Competition #52-C-24A by July 9, 2024 .

All applications must be submitted to the Service’s on-line system to be considered for this vacancy.

Various skills assessments may be administered as part of the selection criteria*

Please Note : The Halton Regional Police Service and HRPA are working on modernizing the job evaluation program. Once the program has been established, all civilian positions, including this position, will be evaluated under the new job evaluation program which may result in a change to the rate of compensation.

The Halton Regional Police Service strives to be an accessible and inclusive organization. We are committed to fairness and equity in employment and our recruitment and selection practices.

We encourage and welcome applications from all who may contribute to the further diversification of our organization. Should you require an accommodation under the Ontario Human Rights Code (OHRC) and / or the Accessibility for Ontarians with Disabilities Act (AODA) during any stage of the recruitment process, we will work with you to remove any barriers.

Please do not hesitate to let us know by contacting us for assistance at [email protected].

We thank all applicants for their interest in joining our organization. Only those who are selected to advance through the recruitment process will be contacted by our team.