Court Administration Support Specialist
2 weeks ago
This role is responsible for providing administrative support to the Ontario Court of Justice, Superior Court of Justice, and Ontario Court of Appeal. The successful candidate will be responsible for preparing correspondence, receiving court documents, and maintaining records. They will also be required to prepare reports, respond to inquiries, and complete special projects as assigned.
Main Responsibilities
• Reviews and administers incoming charges, ensuring strict adherence to statutory time limits.
• Liaises with enforcement agencies to return matters not meeting legislative requirements, validates and reconciles tickets uploaded to the database.
• Reviews all incoming information and enters it into the database.
• Accepts and reviews applications, forms, and trial requests, ensuring accuracy as per legislative requirements and timelines.
• Commissions court affidavits specific to provincial offences under statutory authority of the clerk of the court.
• Schedules in-person counter and walk-in guilty appointments, ensuring all documentation is present and available.
• Prepares documentation for enforcement agencies to investigate impersonation requests from defendants and schedule follow-up court appearances.
• Prepares Fail to Respond dockets and reviews and administers as per guidelines and regulations.
• Accepts payments, calculates fees, performs general cashier duties, and prepares daily deposits as required.
• Accepts documentation to certify convictions for Part 2 matters (parking) for non-opt-in municipalities.
• Advises the Ministry of changes in driving records due to convictions.
• Provides administrative and support services to the team lead and management.
• Provides assistance to the public through multiple channels, responds to, and investigates inquiries from various stakeholders.
• Prepares original appeal files and motions dockets for the Court of Appeal, ensuring all exhibits are attached.
• Maintains and updates various systems, manuals, etc.
• Maintains inactive records control and coordinates off-site storage and retrieval.
• Ensures that services provided meet Regional customer service standards.
• Participates on committees, work groups, task forces, and special projects as assigned.
• Manages information in accordance with legislation and corporate standards.
• Performs other duties as assigned, in accordance with Branch and Department objectives.
Qualifications
• Minimum three (3) years of experience in an office environment, including demonstrated legal or court experience using the Integrated Court Offences Network (ICON) database to retrieve and access data.
• Satisfactory Police Criminal Background Check.
• Demonstrated knowledge of relevant Standards, Acts, and Regulations.
• Demonstrated ability in the Region's core competencies.
• Knowledge of general office procedures, including records management systems.
• Intermediate skills in virtual platforms and MS Office Suite.
• Strong oral and written communication skills to provide customer service to various internal and external court users.
• Excellent organizational/multi-tasking skills and ability to assess priorities, work independently to meet required deadlines with conflicting demands and changing priorities.
• Strong ability to develop relationships and work in a welcoming and inclusive environment, where diversity is celebrated and where everyone can develop to their full potential.
• Demonstrated ability to research/investigate issues and resolve problems.
• Ability to travel to off-site locations as required.
• Ability to work outside regular business hours as required.
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