COURT AND CLIENT REPRESENTATIVE
Ministry of the Attorney General
Cobourg, ON
Consider this challenging opportunity working for the Ministry of the Attorney General in the (Superior and/or Ontario) Court of Justice as a Court and Client Representative in where you will provide technical guidance, information and support for the provision of an accessible, fair, timely and effective justice service to the public and justice participants.

What can I expect to do in this role?
You will provide court support functions (pre-court, in-session and post-court) by:

  • ensuring all pre-court work is conducted prior to each day's proceedings (example: preparation and presentation of exhibits, distributing court dockets)
  • preparing and presenting all court documents and ensuring accuracy and completion of same
  • testing court audio and recording equipment prior, during court and after each recess
  • setting up, troubleshooting and monitoring court video technology for appearances that requires video
  • maintaining order and decorum in the courtroom (example: administering oaths and cautions, relaying orders of the court arranging adjournment dates)
  • liaising with various court staff, stakeholders and judiciary to ensure proper case-flow
  • ensuring all proceedings are recorded and annotated in accordance to legislative requirements, ministry guidelines and standards
  • ensuring courtroom and court recordings are secure and safeguarded
  • preparing and checking court documents for accuracy and completion as per legislated requirements and Rules of Procedure
  • coordinating and managing the jury panel and all jury related duties
You will provide client support at the public counter and in the court office by:

  • providing professional and respectful services to clients at all times
  • determining nature and scope of client needs in relation to requirements of the court
  • providing advice and guidance to clients in alliance with legislation, rules, procedures and policy
  • ensuring accuracy and completion of all filings and that timelines are adhered to
  • preparing and signing court documents under statutory authority of clerk of the court (example: warrants of committal, restraining orders, affidavits)
  • accurately inputting, updating and listing court information and filings into manual or computerized systems to ensure most up-to-date information is available
  • recording statistics and preparing system generated reports
  • process filings, fees, restitution, fines and payments
  • issuing invoices and writing correspondence
  • assisting with exhibit management and managing current and archival files
How do I qualify?
Mandatory
  • You have a valid Driver's Licence where required.
  • You have the ability to travel to other court facilities as and when required.
Communication and Client Service Skills:
  • You have knowledge of customer service principles and standards to consistently provide professional, responsive and accessible client service.
  • You have collaboration, team building and mentoring skills to provide leadership and guidance to peers and other staff.
  • You have professional and respectful behaviour (example: through verbal and written skills) to ensure a workplace free from bias, harassment and discrimination.
  • You have oral and written communication skills to write routine correspondence, liaise with internal and external stakeholders and clients to explain and clarify complex information (example: the Rules of Civil Procedure, guidelines, procedures, legislation).
  • You have public speaking skills to address small to large groups of individuals during courtroom proceedings.
  • You have a high degree of accuracy and attention to detail to prepare and review a variety of forms and legal documents.
Technical Proficiency:
  • You have the ability to operate and troubleshoot digital devices (example: checking microphones for recording levels, audio problems related to in-court audio and recording equipment) and multi-functional devices (example: remote video technology, electronic evidence display equipment, assistive listening devices).
  • You are proficient with computer software (example: Microsoft Office), operational and case management systems (example: ICON and FRANK), and the Internet to access and retrieve information.
  • You have keyboarding skills to accurately prepare and complete documentation and to annotate court proceedings within tight deadlines.
Planning and Organizational Skills:
  • You have flexibility and adaptability to accommodate constant shifts in focus and changing priorities.
  • You have demonstrated organizational and prioritization skills using various methods (example: calendar, notes, bring forward files) to manage workload and respond to unforeseen demands.
  • You can work independently and in a team environment.
Problem-Solving and Judgement Skills:
  • You have demonstrated problem solving skills to identify, address and resolve clients' problems and concerns.
  • You have demonstrated ability to interpret and assess situations or circumstances and make sound judgements to diffuse and de-escalate situations (example: angry clients at the counter or in the courtroom).
Specialized Knowledge:
  • You have the ability to acquire and apply knowledge of courtroom procedures, practices and protocols.
  • You have the ability to interpret and apply relevant legislative requirements, guidelines and directives (example: Criminal Code, Child and Family Services Act, Rules of Civil Procedure, lawyer's referral service).
Administrative and Mathematical Skills:
  • You have arithmetic skills to receive payments, calculate fees, collect and balance monies.
  • You have the ability to operate a cash register and point of sale machine to handle cash and credit/debit card transactions.
  • You have experience performing administrative and clerical functions in order to manage active and archived files.
Other Essential Skills:
  • You have proficiency with computer software (example: Microsoft Office), operational and case management systems (example: ICON and FRANK), and the Internet to access and retrieve information from databases, prepare correspondence and to conduct research.
  • You have keyboarding skills to accurately prepare and complete documentation and to annotate court proceedings within tight deadlines.
Additional Information:Address:
1 Temporary - Irregular On-Call, duration up to 5.5 months, 860 William St, Cobourg, East Region, Criminal Record and Judicial Matters Check
Compensation Group: Ontario Public Service Employees Union
Understanding the job ad - definitions
Schedule: 3.7
Category: Administrative and Support Services
Posted on: Tuesday, November 5, 2019

Note:
In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.

You will be responsible for obtaining the criminal record check at your own expense and provide it, along with your written consent, to the Transition and Security Office (TSO), Talent Acquisition Branch (TAB), HR Service Delivery Division (HRSDD) to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you. (Note: If a Vulnerable Sector Screening Check is required, it must also be obtained in person at your local police service).

A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
E-AG-141143/19