Support Assistant A

1 month ago

Toronto, Canada City of Toronto Full time

**Job ID**: 39627

**Job Category**:Administrative

**Division & Section**:Toronto Court Services, Court Support

**Work Location**:60 Queen Street

**Job Type & Duration**:Full-time, Permanent Vacancy

**Hourly Rate and Wage Grade**:$36.47 - $39.95

**Shift Information**: Mon to Fri, 7 hours per week

**Affiliation**: L79 Full-time

**Number of Positions Open**: 2

**Posting Period**: 13-Jul-2023 to 27-Jul-2023

**Major Responsibilities**:

- Provides work direction, training, guidance and support to assigned staff ensuring high standards of work quality, service and performance is being met by frontline staff.
- Performs specialized clerical and administrative duties such as reviewing, investigating and analyzing problems associated with court proceedings, recordings and administration (i.e. coordinating coverage for all court sessions, logging and distributing transcript requests, ensuring interpreters are ordered/cancelled).
- Administers, prepares, processes and composes documents including court orders and invoices.
- Ensures and checks the preparation and processing of documents in accordance with appropriate policies and legislation.
- Coordinates and controls data input into computer systems and checks/edits lists to verify accuracy and completeness of output.
- Provides guidance and help to users in solving input and interpretation problems, in system use etc.
- Investigates and analyzes problems associated with issuance and processing of court documents, transcripts and related matters, and takes timely appropriate corrective action, as required.
- Monitors and controls workflow of the unit, ensuring adherence to relevant policies, procedures and practices and that work is completed accurately and in a timely manner.
- Investigates problems and procedural inefficiencies, developing solutions, recommending modifications and reporting as required.
- Composes and maintains detailed correspondence and statistical summaries requiring computations and calculations (ie. spreadsheets, statistics on court appearance and docket assignments, prescribed statements, reports, etc.).
- Interprets and applies regulations and practices.
- Prepares calculations and analysis of data for forecasting/budgeting.
- Reconciles vendor invoices and statements.
- Liaises with and exchanges information with all levels of Judiciary, legal profession, staff, the public, enforcement agencies, government agencies, private companies, or Councillors.
- Responds to detailed enquiries, complaints, concerns, conflicts and discrepancies with respect to procedures of any participant at a proceeding and takes appropriate and immediate action to ensure resolution and to preserve security and integrity.
- Provides a written detailed account to supervisor/manager.
- Attends divisional and inter-office/divisional meetings to provide/exchange information and/or discuss the resolution of issues of an administrative nature.
- Identifies and prepares detailed notations, regarding complaints and potential conflict of interest situations to be reported immediately to the supervisor/administrator/manager.
- Participates in the certification process of court clerk monitors.
- Performs the duties and responsibilities of clerk monitor when required.

**Key Qualifications**:

- Extensive administrative/clerical experience including court clerk functions, and transcription.
- Experience providing work direction, training, guidance and support to staff.
- Experience in preparing detailed correspondence, including statistical summaries, transcripts, report writing and developing training material.
- Experience with recording and transcription devices, computerized court management systems (ICON, PTMS, other) and systems including Microsoft Office (i.e. Word, Excel, PowerPoint, MS Access).
- Certification as a clerk-monitor and/or court reporter.

**You must also have**:

- Knowledge of office systems and procedures, with the ability to identify and analyze problems and inefficiencies and to develop effective solutions.
- High standard of English grammar and spelling.
- Advanced knowledge of relevant policies, in court procedures, regulations and legislation pertaining to court and business administration (i.e. Provincial Offences Act, HTA, etc.) including knowledge of legal and technical terms.
- Excellent communication, and interpersonal/presentation skills to act as departmental representative and to liaise with all levels of Judiciary, staff, legal profession, public, enforcement agencies and other external contacts in an efficient, discreet and diplomatic manner.
- Good organizational skills and the ability to work in a high pressure, multi-task, high volume, team environment with mínimal supervision, prioritize work schedule, and complete assigned duties within timelines.
- Ability to work flexible and/or varied work hours (e.g. 8:30 a.m. - 4:30 p.m., 9:00 a.m. - 5:00 p.m. or 9:30 a.m. - 5:30 p.m.).
- Ability to support the Toronto Public Service

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