Section: Clerk's Services
Division: Legal and Clerk's Services
Department: Office of the Chief Administrative Officer
Initial Reporting Location: 199 Larch Street
Job Status: Limited Position
Estimated Probable Duration: Until May 31, 2030
Union Affiliation: CUPE 4705 Inside Unit
Hours of Work: 70 hours bi-weekly
Shift Work Required: No
Range of Pay: Group 8 - $29.72 to $34.49 per hour
The start date will follow the selection process.
Main Function: Responsible to perform the daily tasks related to the Provincial Offences Court administration operations and data processing within the Integrated Court Offences Network (ICON) for CGS, responding to citizen inquires and receipt of payments all in support of quality citizen services.
Characteristic: Under the supervision of the Manager of Clerk’s Services/Deputy City Clerk.
Duties:
1. Process and balance payments for fines received at the counter or by mail as well as other sources of revenue (e.g. transcripts and photocopies).
2. Provide general information and assistance to the public and law enforcement agencies with respect to Provincial Offences (e.g. court times, dates, fines, status of charges, completion of POA forms, etc.).
3. Calculate amounts payable for disbursement of witness payments according to schedule of fees and expenses.
4. Assist in collection of outstanding accounts receivable; prepare daily reconciliation.
5. Enter ticket and other data into Integrated Court Offences Network (ICON) System and Command Centre.
6. Assist citizens with alternate payment arrangements.
7. Provide clerical services to ensure parking ticket revenues are processed in a timely fashion.
8. Exchange information with all those involved in the court process including judiciary, prosecutors, lawyers and agents, enforcement and government agencies, citizens.
9. Receive and process legal documents (e.g. Applications, Informations, Appeals, Notices of Motions, Extension).
10. Respond to written inquiries (e.g. request for copies of informations/tickets, court orders, etc.) ensuring compliance with the Municipal Freedom of Information Act requirements.
11. Maintain data base of court dispositions of Part I, II (tickets) and III Informations on ICON (Integrated Court Offences Network).
12. Process trial requests and schedule trials for Offence Notices and Notices of Appeal; notify defendant, enforcement agency and prosecutor of particulars of trial or appeal hearing; maintain associated records.
13. Prepare various dockets (e.g. Court, Fail to Respond).
14. Collect and organize files for court and prepare the courtroom for court sitting.
15. Record and maintain the court record in electronic format and complete the supporting documents and records.
16. Relieve as Court Clerk Monitor as directed.
17. Maintain various files, manuals and procedure binders related to the Provincial Offences Act.
18. Maintain an adequate level of office supplies, including POA forms, tickets and process special orders.
19. Act as Commissioner for taking Affidavit for the City of Greater Sudbury.
20. Coordinate resources required for court cases (e.g. interpreters, video and/or court monitoring equipment, etc.); co-ordinate court exhibits on a daily basis, maintaining control and security of same.
21. Review and sign orders and documentation relating to proceedings, under statutory signing authority. Ensure court decisions are accurately and fully incorporated in orders, pursuant to the Justice of the Peace/Judge’s endorsement.
22. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
23. Perform other related duties as required.
Note: The above duties are representative of a typical position and are not to be construed as all inclusive.
Qualifications
Education and Training:
- Successful completion of Secondary School (Grade XII) Education.
Experience:
- Over one (1) year up to and including two and one-half (2½) years of related law office or legal experience.
Other Requirements:
- Working knowledge of the Provincial Offences Act.
- Knowledge of legislation and court processes and procedures including court protocol and etiquette.
- Familiarity with procedures related to court administration.
- Satisfactory key-boarding/data entry skills (60 words per minute).
- Demonstrate and proven ability related to computer software and administrative systems in a Windows environment (e.g. file maintenance, word processing, computerized spreadsheet applications, information input and retrieval on electronic database systems, including Integrated Court Offences Network (ICON)).
- Ability to travel to area Provincial Offences courts to perform duties as courtroom clerk as required.
- Excellent use of English; verbally and in writing.
- French verbal and written skills an asset.
- Satisfactory health, attendance and former employment history.
- Physical capability to operate a vehicle safely, possession of a valid driver’s licence and have an acceptable driving record considered an asset.
Competencies: (click to view)
Competency Library - Level 1 Proficiency
Notice to Job Applicants: Definition of "Assets" on Job Postings — A number of Job Postings will contain items described as "assets" under the Qualifications heading. By way of definition, assets are qualifications which are not required but are deemed to enhance performance and therefore considered in the recruitment process.
This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.
Development opportunity range of pay: $28.88 to $33.80 per hour. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.
