Prosecutions Clerk

at  Region of Waterloo

ABOUT US!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.
Dish with One Spoon Wampum:

Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Recognizing our shared humanity and land
• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of office administration, prosecution related procedures, and legal documentation practices, acquired through a 2-year diploma in a related field (e.g., Legal Office Administration) plus 3 years of related experience in a legal environment.
• Knowledge of and ability to follow corporate policies and procedures, Court rules/procedures, and related legislation (e.g., Provincial Offences Act, by-laws).
• Ability to exhibit confidentiality and discretion in handling confidential material.
• Time management, attention to detail, and organizational skills to collect, compile, and track information; maintain files according to legislated timelines and requirements; and update administrative procedures/processes.
• Ability to work independently and respond to changing priorities in a fast-paced and high-pressure environment.
• Communication skills to respond to inquiries and provide information related to prosecution and Court policies and procedures to the public; exchange information with staff and stakeholders; provide assistance to staff; and participate as an effective team member.
• Ability to read letters, memos, reports, orders, disclosure documents, and requisitions. Ability to draft and assist in the preparation of legal documents and correspondence, involving specialized and precise language, and write messages for staff.
• Computer skills with ability to use software such as Microsoft Office, court administration systems (e.g., CAMS, ICON), document conversion and file transfer software, and third party platforms (e.g., video, photos) to export, format, transfer, and store documents and evidence used in Court.
• Ability to support and demonstrate the Region’s values.
  The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. The Region of Waterloo invites applications from all qualified individuals. We are strongly committed to employment equity, diversity and inclusion in the workplace and encourage applications from Black, racialized/visible minorities, Indigenous/Aboriginal people, women, persons with disabilities, and 2SLGBTQIA+ persons.
  The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400, TTY number (519-575-4608) to request an alternate format.
  Please note: candidates will be provided an update on their application Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).

THE ROLE

Prepares prosecution files for provincial and municipal offences for the Provincial Offences Prosecution program. Prepares and maintains Court documents and files for offences (including disclosure packages), and summons parties (witnesses, officers) for trial.

DUTIES/RESPONSIBILITIES

• Receives Court notices and appeals for charges prosecuted by regional staff, and prepares and updates files for future court dates. Reviews documents, including disclosure and notifies prosecutor of omitted information or follows up with third parties for missing information, as directed by management. Confirms redactions of private information in disclosure documents and notifies management of potential privacy issues.
• Receives and files motions, affidavits of service, re-openings, adjournments and postponements, and appeals in appropriate Court offices and serves documents, as required. Monitors Court master plan and related systems to ensure notices of trial and early resolution have been scheduled.
• Maintains prosecution files/filing system (electronic and hardcopy), ensuring matters are brought forward per deadlines to meet limitation periods.
• Enters and maintains Court documents and information in the Court Administration Management System (CAMS). Prepares reports in CAMS as directed. Converts and uploads files and correspondence, including video and photographic files. Initiates and monitors workflow processes.
• Provides input into developing administrative efficiencies for workflow processes. Creates and modifies templates in CAMS.
• Submits special requests and interpreters for witnesses on behalf of prosecutors, as required.
• Summons officers, witnesses, and other regional staff for Court. Contacts by-law officers and public health inspectors for disclosure documents. Updates crown bags.
• Processes returned exhibits.
• Provides information to the public, defendants, and their counsel regarding the status of charges, Court and program processes, and statutory time limits. Redirects inquiries as required. Provides customer service, including front counter service; processes and prepares requests for disclosures.
• Prepares files for dockets (electronic and hardcopy), ensuring documents are complete and ready for Court. Maintains files, including updating status (pending trial, completed, paid, new notice) and printing completed dockets. Tracks paid, fail-to-respond, and trial cases.
• Drafts legal documents, correspondence, and reports, as directed by management.
• Processes mail and faxes; arranges courier pickup. Prepares files for offsite storage; requests closed files, as required. Maintains/orders office supplies. Arranges servicing of office equipment and furniture as required.
• Receives guidance and direction from manager and prosecutors. Liaises with Provincial Offences Court Administration staff to coordinate administrative processes.
• Exchanges information with police officers, university campus police, CP Rail officers, legal professionals, defendants, public agencies and organizations, and other municipalities and government agency staff.
• Performs related duties as assigned.