Screening Officer (Administrative Penalties Program)
Job Number: 3100
Job Type: Full-Time
Temp Contract Length: 6 Months
Location: 99 Regina St S - Public Health & Community Serv
Job Category: Administration
Number of Positions: 1
Department: Administrative Penalties Program
Division: Planning, Development and Legislative Services
Hours of Work: 35
Union: CUPE 1883
Grade: CUPE 1883 Grade 010
Salary Range: $36.54 - $41.36 per hour

ABOUT US!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.
Waterloo Region is 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 prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes 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.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge and skills are acquired through a 2-year post-secondary diploma in a related field (including but not exclusive to law, business) plus 3 years of legal-related experience.
• Knowledge of and ability to comply with policies, procedures, Ministry statutes and guidelines, financial guidelines, and legislation.
• Human relations and communication skills to respond to inquiries and explain information using proper legal terms to members of the public and other staff; de-escalate emotional situations; and participate as an effective team member.
• Knowledge of and ability to use proper legal terminology and clear, concise language to write notes, standard and customized letters, and instructions. Ability to maintain accurate records and program information. Ability to read and understand policies, procedures, and instructions.
• Time management and attention to detail skills to prioritize work to meet deadlines; address scheduling issues; and process client and administrative requests per legislated requirements.
• Ability to adapt to changing priorities in a fast-paced environment.
• Computer skills with ability to use software such as a case management system, Microsoft Office, Power BI, and video conferencing technology.
• Must provide an acceptable police records check for bondability and cash handling.
• Ability to adjust schedule to work outside regular business hours as required.
• Ability to support and demonstrate the Region’s values.
  The Region of Waterloo is an equal opportunity employer dedicated to an inclusive and accessible recruitment process. We actively encourage applications from diverse groups, including Black, racialized, First Nations, Métis, Inuit individuals, women, people with disabilities, and 2SLGBTQIA+ persons, and are committed to equity, diversity, accessibility, and inclusion in the workplace.
  For an accommodation request, please contact us and we will work with you to meet your accessibility needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400 to request an alternate format, or email talentmanagement@regionofwaterloo.ca.
  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

Conducts screening reviews of administrative penalties and renders decisions as part of the adjudicative process within the Administrative Penalties Program and in accordance with by-laws, legislation, policies, and procedures.

DUTIES/RESPONSIBILITIES

• Conducts online and in person screening reviews in accordance with the Region’s by-laws, legislation, policies, and procedures. Reviews relevant documentation (e.g., penalty orders, enforcement camera images, submitted statements and/or supporting documents) and independently renders decisions including cancelling, upholding, affirming, varying, and extending time to pay penalty fees.
• Prepares and distributes written decisions. Summarizes meeting notes and inputs to the case management system.
• Prepares and presents submissions and subject matter expertise as a representative of the Region at hearing reviews.
• Uses Power BI technology to connect to data sources and manipulate data to provide reports to management.
• Provides customer service (email, phone) to answer questions, explain processes, and provide information to the public. Provides in-person customer service if required.
• Responds to customer inquiries directly and resolves difficult/highly sensitive complaints verbally, in writing, or in person.
• Communicates using a variety of conflict resolution strategies and acts with integrity and honesty to ensures procedural fairness. Exercises decision-making authority and discretion fairly and reasonably.
• Enters, posts, and balances/reconciles fine payment data to the case management system. Investigates and resolves discrepancies. Stores and secures revenue.
• Downloads electronic penalty order data files to the case management system. Reviews, verifies, corrects, uploads, and reconciles data as required.
• Liaises with the Financial Coordinator regarding refunds and remittances.
• Monitors outstanding orders and transmits defaulted files to the defaulted fines control centre; liaises with Collections Officers.
• Recommends ways to improve existing procedures and methods. Prioritizes work per policy and legislated deadlines.
• Responds to emerging issues and assesses impact on programs (e.g., administrative penalties program, automated speed enforcement, red light camera). Provides recommendations for action to management for escalation to cross-departmental working groups.
• Refers unusual, complex issues, and issues without precedent to management.
• Performs related duties as assigned.