The County of Renfrew is currently seeking a Court Services Specialist to join the Provincial Offences Administration team. This position is responsible for managing court documents, process fine payments, assist in courtroom proceedings, and liaise with legal professionals, enforcement agencies, and the public. This is a contract opportunity offering full-time hours Monday to Friday for approximately one (1) year.

Responsibilities

• Receives, files and data enters new charges and court related documents from the enforcement agencies, justices of the peace and the public receives, distributes and balances cash to court records (ICON) to cash register and with cash floats. Updates the case records in ICON following court sittings and judicial decisions. Review and update fail to respond dockets and walk in guilty pleas. Performs the duties of Clerk of the Court when required following the guidelines established by the Ministry of Attorney General.
• Conducts business with the public, the legal profession, the judiciary and enforcement agencies at the counter, over the telephone, through the mail, by fax and e-mail.
• Schedules trials and early resolution appointments when trial requested by defendant and carries out the required paperwork and data entries to ensure matters are scheduled to court lists. This involves checking officer availability on schedules provided and/or checking with court officers for available dates. Carries out duties prior to court to ensure schedules and documents are available and up to date.
• Performs the duties of the Courtroom Clerk/Monitor/Host on a rotating basis in person and virtual. Uses the digital court software to capture all evidence, comments and make logging notes. Gives warnings related to the legislated suspension of driving privileges in appropriate cases. Responsible for arraigning the defendants, swearing/affirming of witnesses and interpreters. Endorses all pleas, dispositions, adjournments, and records who has attended on a matter. Prepares all court ordered documents including warrants of committal, probation orders and general orders. Maintains court decorum and liaisons with the justice of the peace, prosecutors, members of the bar and the general public.
• Perform disclosure duties including preparation of electronic prosecutor files when new notice of trial is scheduled. If a disclosure request is received from the defendant/representative the request is entered into the Courts Administration Management System (CAMS) to produce the request for disclosure from the enforcement agencies. This disclosure request is then e-mailed to the appropriate enforcement agency unless the disclosure has already been received. When disclosure is then received from the enforcement agency the disclosure is reviewed for appropriate content to be released (by mail, fax, and e-mail) to the defendant/representative that made the request. Maintaining files in accordance with the records retention schedule for Prosecution files as per the Ministry of the Attorney General. Reviews the disclosure email daily and responds accordingly.
• Provides administrative support to Provincial Offences Prosecutors by answering queries regarding scheduling, upcoming court dates, adjournment dates, etc.
• Performs other duties as required or assigned by the Provincial Offences Manager or Director of Corporate Services.
• Participates in cross training and provides coverage during periods of vacation or illness in all positions within the administration office; develops and updates Standard Operating Procedures when required. Provides input related to improved business practices and processes related to the Provincial Offences Administration.
• Protects own health and health of others by adopting safe work practices, reporting unsafe conditions immediately, and attending all relevant in-services regarding occupational health and safety. Follows all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act.
• Performs the responsibilities of the position within the legislative and regulatory standards set out in the applicable Provincial and Municipal Acts. Performs the responsibilities of the position consistent with the Operational policies of the County of Renfrew.

Qualifications

• Post-Secondary Education/Diploma in Business or Legal Administration or equivalent experience preferred.
• Experience working in an environment governed by legislation and legislative rules and regulations.
• Demonstrated knowledge of general office procedures
• Knowledge of Provincial Offences Administration as it relates to the processing of documents, fine payments and fine collections, general inquiries and the rules of disclosure related to the responsibilities of the POA Prosecutor would be considered an asset
• Proven computer and data entry skills with attention to accuracy/detail with frequent interruptions; working knowledge of word processing and spreadsheet software.
• Ability to perform the duties of courtroom clerk and monitor. Both in person and via virtual court.
• Ability to perform the collection duties related to overdue and outstanding fines.
• Demonstrated ability to communicate clearly and tactfully both verbally and in writing with the legal profession and the general public.
• Proven experience of organizing and completing tasks within given deadlines.
• Proven ability to process large quantities of data and sensitive material in a confidential manner.
• Must have immediate accessible transportation.
• Evidence of self-motivation and enthusiasm with the ability to work effectively with minimal supervision in a team environment.
• Bilingual candidates are preferred

Job Types: Full-time, Fixed term contract
Contract length: 12 months
Pay: $31.38-$35.33 per hour
Expected hours: 35 per week

Benefits:

• Company pension
• Employee assistance program

Work Location: In perso

• Receives, files and data enters new charges and court related documents from the enforcement agencies, justices of the peace and the public receives, distributes and balances cash to court records (ICON) to cash register and with cash floats. Updates the case records in ICON following court sittings and judicial decisions. Review and update fail to respond dockets and walk in guilty pleas. Performs the duties of Clerk of the Court when required following the guidelines established by the Ministry of Attorney General.
• Conducts business with the public, the legal profession, the judiciary and enforcement agencies at the counter, over the telephone, through the mail, by fax and e-mail.
• Schedules trials and early resolution appointments when trial requested by defendant and carries out the required paperwork and data entries to ensure matters are scheduled to court lists. This involves checking officer availability on schedules provided and/or checking with court officers for available dates. Carries out duties prior to court to ensure schedules and documents are available and up to date.
• Performs the duties of the Courtroom Clerk/Monitor/Host on a rotating basis in person and virtual. Uses the digital court software to capture all evidence, comments and make logging notes. Gives warnings related to the legislated suspension of driving privileges in appropriate cases. Responsible for arraigning the defendants, swearing/affirming of witnesses and interpreters. Endorses all pleas, dispositions, adjournments, and records who has attended on a matter. Prepares all court ordered documents including warrants of committal, probation orders and general orders. Maintains court decorum and liaisons with the justice of the peace, prosecutors, members of the bar and the general public.
• Perform disclosure duties including preparation of electronic prosecutor files when new notice of trial is scheduled. If a disclosure request is received from the defendant/representative the request is entered into the Courts Administration Management System (CAMS) to produce the request for disclosure from the enforcement agencies. This disclosure request is then e-mailed to the appropriate enforcement agency unless the disclosure has already been received. When disclosure is then received from the enforcement agency the disclosure is reviewed for appropriate content to be released (by mail, fax, and e-mail) to the defendant/representative that made the request. Maintaining files in accordance with the records retention schedule for Prosecution files as per the Ministry of the Attorney General. Reviews the disclosure email daily and responds accordingly.
• Provides administrative support to Provincial Offences Prosecutors by answering queries regarding scheduling, upcoming court dates, adjournment dates, etc.
• Performs other duties as required or assigned by the Provincial Offences Manager or Director of Corporate Services.
• Participates in cross training and provides coverage during periods of vacation or illness in all positions within the administration office; develops and updates Standard Operating Procedures when required. Provides input related to improved business practices and processes related to the Provincial Offences Administration.
• Protects own health and health of others by adopting safe work practices, reporting unsafe conditions immediately, and attending all relevant in-services regarding occupational health and safety. Follows all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act.
• Performs the responsibilities of the position within the legislative and regulatory standards set out in the applicable Provincial and Municipal Acts. Performs the responsibilities of the position consistent with the Operational policies of the County of Renfrew