Job Specification

Purpose of Position :

To provide administrative support to the District Enforcement Program by coordinating all court related activities and materials in the Ontario Provincial Court System. To provide other Enforcement Services as required.

Duties / Responsibilities :

With minimal supervision from the Enforcement Coordinator, the Court Administration Officer will provide the following administrative support with respect to the prosecution of Ministry of Transportation matters before the Provincial Offences Court.
- Receiving all completed Enforcement Inspection Reports, reviewing for accuracy and completeness prior to further processing
- Reviewing all Provincial Offence Notices and completed informations for completeness and accuracy prior to filing with the Provincial Offence Notices
- Preparing control sheets for provincial offence notices
- Preparing Informations, Summonses, Subpoenas, Notices of Disclosure, and other court required documents
- Filing completed Provincial Offence Notices and completed Informations with Provincial Courts within the legislated timeframes
- Swearing to charges laid before a Justice Of The Peace and providing, when required, necessary facts and legislation to warrant laying of charges
- Liaising with Provincial Courts with regard to all Ministry court activities, including filing of charges, scheduling and co-coordinating court dates, maintaining court files, etc.
- Receiving documents from all other Enforcement Areas to be served and determining priorities according to assigned court dates
- Facilitating the service of legal documents, including Summonses, Subpoenas, Cancellation and Suspension Notices to individuals, officers of corporations, or court officials named in documents
- Swearing to proper service of legal documents before a Commissioner Of Oaths
- Dispatching Summonses by registered mail when required
- Ensuring that documents are returned to court offices on a priority basis
- Providing support to Crown prosecutors with case preparation and documentations, including the preparation and provision of Crown Briefs, certified copies, etc., where required
- Assisting Prosecutor with court proceedings
- Obtaining copies of documentation as required for admission as court evidence, i.e., certified copies of operating licenses, vehicle transfers, vehicle registrations, safety standard certificates, etc.
- Ensuring that all required witnesses for trials are subpoenaed for appearance on assigned trial dates
- Providing information to defendant, counsel and witnesses, including copies of evidentiary documents
- Maintaining/updating follow-up filing system for court files to ensure organization of pending court matters
- Notifying enforcement officers of upcoming court dates
- Ensuring that court docket is available and distributed to enforcement officers prior to court appearances
- Ensure enforcement officers are notified of the disposition of court matters after court appearance, i.e. adjournments, convictions, withdrawals, etc.
- Maintain completed court files as required
- Reporting and reviewing any areas of concern relating to enforcement and/or court activities with the District Enforcement Manager
- Appearing as a witness on behalf of the Crown, as required
- Maintaining and updating computer program of wordings for charges under various pieces of legislation
- Ensuring sufficient forms and supplies are ordered and maintained for court purposes
- Researching, preparing and analyzing statistical reports as required
- Consolidating evidence and preparing submissions for Director of Vehicle Inspections Standards, requesting revocations of licensees and /or registered mechanics under the Motor Vehicle Inspection Station Program
- Performing computer systems enquiries to verify driver/owner/operator records for court purposes and information for other enforcement personnel
- Providing information under potentially difficult circumstances to senior officials, corporate officers, proprietors of related transportation organizations, drivers, enforcement agencies, lawyers, and the general public, by interpreting and/or applying a broad range of Acts, Regulations, transportation legislation, as well as government policies, procedures and programs relating to the delivery of the enforcement program of the Ministry.

Staffing and Licencing :

Valid Ontario Class G2 Drivers license with good driving record.
Designated position: Advanced proficiency in oral French.

Knowledge :

Knowledge of relevant legislation, policies and procedures, including Highway Traffic Act, Truck Transportation Act, Public Vehicles Act, Motor Vehicle Transport Act, Off Road Vehicles Act, Fuel Tax Act, Dangerous Goods Transportation Act, Compulsory Automobile Insurance Act, pertinent sections of the Criminal Code, as pertaining to the enforcement program; Knowledge of legal procedures to prepare summonses, disclosures and subpoenas that comply with generally accepted legal practices. Experience with court procedures and knowledge of enforcement program to record complaints, schedules of court appearances, etc. Job requires knowledge of computer applications, typing and word processing skills.

Skills :

Ability and skill in interpreting and applying legislation, regulations and stated cases; Demonstrated problem solving, analytical, judgment, and research skills; Good written and oral communication skills; Demonstrated effective customer service skills when dealing with members of public and staff. Demonstrated organizational skills in order to coordinate multiple schedules and activities, and to maintain files and records; Ability to work with the Ministry's software platform (i.e. Word, Excel, Outlook, Adobe) and the Ministry's on-line computer system. Typing and word-processing skills to Ministries standards.

Freedom of Action :

Job requires working in accordance with ministry and government policies, guidelines, directives and established procedures pertaining to Drivers and Vehicles Licensing and Enforcement Programs. Job provides information on such matters as policy, legislation, guidelines pertaining to such issues as vehicle mechanical fitness, weight limitations, trip inspections, hours of service, etc. Job requires referring to management when issues or concerns pertaining to enforcement program and/or court activities arise.