Court Administration Clerk

POSITION PURPOSE

This position is responsible for providing court administration support for the progress of matters filed with the Ontario Court of Justice.

Prepares correspondence and receives court documents for the Ontario Court of Justice, Superior Court of Justice and Ontario Court of Appeal.

Prepares reports, maintains records and responds to various stakeholders. Completes special projects as assigned. Responds to tracking requests, inquiries, motions, impersonations and appeals.

MAJOR RESPONSIBILITIES

Reviews and administers incoming charges as received by a variety of enforcement agencies and ensures strict adherence to statutory time limits.

Liaises with enforcement agencies to return matters not meeting legislative requirements; validates and reconciles tickets uploaded to database.

• Reviews all incoming information and enters into database.
• Accepts and reviews applications, forms and trial requests and reviews for accuracy as per legislative requirements and timelines.
• Commissions court affidavits specific to provincial offences under statutory authority of clerk of the court.
• Schedules in person counter and walk in guilty appointments and ensures all documentation is present and available.
• Prepares documentation for enforcement agencies to investigate impersonation requests from defendants and schedule follow up court appearance.
• Prepares Fail to Respond dockets and reviews and administers as per guidelines and regulations.
• Accepts payments, calculates fees, performs general cashier duties and prepares daily deposit, as required.
• Accepts documentation to certify convictions for Part 2 matters (parking) for non opt-in municipalities.
• Advises ministry of changes in driving record due to convictions.
• Provides administrative and support services to team lead and management.
• Provides assistance to the public through multiple channels, responds and investigates inquiries from various stakeholders.
• Prepares original appeal file and motions dockets for court of appeal ensuring all exhibits are attached.
• Maintains and updates various systems, manuals etc.
• Maintains inactive records control and coordinates off-site storage and retrieval.
• Ensures that services provided meet Regional customer service standards.
• Participates on committees, work groups, task forces and special projects, as assigned.
• Manages information in accordance with legislation and corporate standards.
• Performs other duties as assigned, in accordance with Branch and Department objectives.

QUALIFICATIONS

• Minimum three (3) years experience in an office environment, including demonstrated legal or court experience using the Integrated Court Offences Network (ICON) database to retrieve and access data.
• Satisfactory Police Criminal Background Check.
• Demonstrated knowledge of relevant Standards, Acts and Regulations.
• Demonstrated ability in the Region’s core competencies.
• Knowledge of general office procedures including records management system.
• Intermediate skills in virtual platforms and MS Office Suite.
• Strong oral and written communication skills to provide customer service to various internal and external court users.
• Excellent organizational / multi-tasking skills and ability to assess priorities, work independently to meet required deadlines with conflicting demands and changing priorities.
• Strong ability to develop relationships and work in a welcoming and inclusive environment, where diversity is celebrated and where everyone can develop to their full potential.
• Demonstrated ability to research / investigate issues and resolve problems.
• Ability to travel to offsite locations, as required.
• Ability to work outside regular business hours, as required.
30+ days ago