Court Administration Clerk

2 weeks ago

Kitchener, Canada Region of Waterloo Full time

**Our Story**:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

**The Role**:
Provides administrative support and customer service at Provincial Offences Court. Processes fine and fee payments. Enters, uploads, and reconciles data in court administration databases (e.g., provincial ICON, CAMS). Prepares, reviews, and maintains court documents and files. Acts as clerk of the court per legislation (Provincial Offences Act), and performs duties of a commissioner for taking affidavits.

**Duties/Responsibilities**:
Processes fine payments, including obtaining real-time data from systems, entering data, posting, and balancing/reconciling to court administration databases. Investigates and resolves discrepancies. Calculates and processes victim fine surcharges, court costs, and fees (e.g., for transcripts, archive searches, certified copies, photocopies). Stores and secures revenues.

Prepares and maintains court documents (e.g., schedules, dockets, file records, accounts receivable, dispositions, adjournments, motions, trial notices). Signs as clerk of the court, disburses, and files per legislative retention schedules. Prepares court and probation orders as directed by the Justice of the Peace (JOP) and distributes (e.g., to police, correctional facilities, probation office, criminal court, superior court, defendants) and signs on behalf of the JOP, as directed. Reviews files and corrects incorrectly entered/processed conviction details. Notifies Ministry of Transportation or Ministry of the Attorney General to avoid further suspensions/consequences for defendants.

Explains appeal processes and requirements to clients, assists with paperwork, and schedules appeal motion dates. Transfers cases in ICON, arranges for paperwork to be sent to Appellate Court, and communicates regarding transfer of funds. Processes appeal documentation and actions next steps, per Justice's endorsement (e.g., refunds, notifications, court dates, judicial conflicts, final disposition, reinstatement of enforcement).

Reviews, accepts, enters, and files incoming charges filed by enforcement agencies and ensures compliance with statutory time limits; liaises with enforcement agencies to return matters filed out of time. Reviews incoming Part 3 Informations and documentation from enforcement agencies, ensuring required documentation for JOP consideration/swearing.

Determines if charges qualify for and schedules resolution meetings. Updates defendant information, sends notices, and requests interpreters through trial coordinators if needed. Grants and arranges postponements and sends notices with new meeting dates.

Downloads and processes integrated court offence reports, and processes cash transfer journals. Downloads electronic ticket data files into court administration database; reviews, verifies, corrects, uploads, and reconciles data with ICON.

Provides administrative support, including processing mail, requesting office supplies and forms, distributing/stocking supplies, and maintaining information resources.

Performs some duties of the Court Clerk/Monitor and Trial Coordinator in their absence, as directed.

Performs related duties as assigned.

**Knowledge, Skills, and Abilities**:
Knowledge and skill in office administration, acquired through a 2-year post-secondary diploma in a related field (e.g., law, business) plus 3 years of court/legal-related experience.

Knowledge of and ability to comply with policies, procedures, Ministry statutes and guidelines, financial guidelines, and legislation related to provincial offences and courts of justice.

Human relations and communication skills to respond to inquiries and explain information using proper legal terms to members of the public so they understand; de-escalate emotional situations; provide information and assist staff and the judiciary; and participate as an effective team member.

Ability to use proper legal terms in clear, concise language to write notes, standard and customized letters, instructions, and 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

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