Job Specification

Purpose of Position :

To provide clerical, cashier and counter services in a court office environment, respond to enquiries, receive and process court documents.

Duties / Responsibilities :

1. Receiving, recording and scheduling court documents at a public counter e.g. original actions, statements of claim, certificates of judgment, defenses/third party actions, enforcement, levies, writs, garnishments, probates, offence notices, applications, appeals, informations, indictments, transfer orders, for processing and scheduling according to relevant legislation, rules and procedures, ensuring accuracy and completeness of all filings; preparing new court files for all court actions, e.g. assigning file numbers, indexing on a computerized or manual system, applying relevant tariff fees; processing restitution, fines and payments. 2. Attending at the counter or on the telephone, responding to questions and providing information to the public, lawyers, law enforcement agencies, e.g. fines, court dates, status of charges, court procedures; providing and assisting in completing and/or filing forms, setting court dates for “not guilty” pleas and appeals. 3. Providing information and assistance regarding procedures for completing and filing of forms according to local practices, policies and Rules of Civil Procedure, Criminal Code, Estates Act, The Hague Convention – Bilateral Treaties, ensuring documents are maintained securely and facilitating public access to documents to which they are entitled; issuing and entering documents such as claims, writs, certificates of judgment, notices of examination, warrants of committal, notices of motion, ensuring all documents are properly directed for service and recorded; signing judgments and orders as authorized; setting dates and times for trials; preparing notices of hearing, lists of court sittings; entering into court record all orders of Judicial Officials. 4. Amending and signing under statutory signing authority, court judgments and orders in accordance with court endorsements or Rules of Procedure; processing all court orders into the manual or computerized court record and notifying all parties when required according to policy and rules; swearing and signing affidavits as authorized. 5. Receiving, processing and balancing of payouts for fines, fees according to tariff, and other source revenue; issuing invoices and preparing payments to witnesses, jurors, interpreters, and distribution of trust funds; processing payments into and out of court. 6. Providing administrative, financial and clerical support and assist with other duties in the court office including jury administration, maintaining statistics, e.g. revenue collected; balancing, posting, coding and reconciling a variety of documents; composing routine correspondence, photocopying requested documents; exercising financial signing authority as delegated; managing current and archival files; updating manuals. 7. Signing, sealing, issuing and processing a variety of documents such as claims, estates, trial notices, reopening, documentation relating to criminal and civil proceedings, enforcement document, e.g. writs, levies, probation orders, ensuring all documents are properly directed for service and recorded; signing judgments and orders as authorized. 8. Preparing notices of hearing, trials and intent to dismiss appeal for failure to perfect, setting dates and times for trials, lists of court sittings; entering into court record all orders of Judicial Officials; notifying parties when required. 9. Inputting on a manual or computerized system court information relating to Criminal, Provincial Offences, Family, Young Offenders matters, filing documents as appropriate; listing court matters on a manual or computerized listing, e.g. dockets and updating related documents, e.g. pre and post court processes, e.g. dispositions, adjournments, motions, probation, warrants; updating documents on manual or computerized system e.g. dispositions, remands, motions and filing documents as appropriate; inputting case data from Informations.

Knowledge :

Offenders Act, Family Law Act, Reciprocal Enforcement of Support Orders Act, Family Responsibility Act, Divorce Act, Creditors Relief Act, Execution Act, Bankruptcy Act, Rules of Civil Procedure, Small Claims Court Rules, Estates Act, Civil and Case Management Rules, Divisional Court, The Hague Convention – Bilateral Treaties, among others. Job requires knowledge of court practices and procedures to process and prepare court documents such as claims judgments, writs, notices, appeals, informations, warrants. Job requires knowledge of services and resources of other government offices and agencies. Job requires the knowledge to receive and process a variety of legal documents, to advise clients of requirements for filing documents, e.g. forms required, time limits or requirements/meaning of orders which have been issued against clients such as wage garnishments, seizures, default judgments, restitution orders. Job requires knowledge of basic mathematical calculations for receiving payments, calculating distributing proposals, e.g. distributing under the Creditors Relief Act, making change, and cash control practices for recording payments. Job requires knowledge of court office practices and procedures to carry out administrative/clerical functions such as archiving files, retrieving files, moveable assets, record keeping, sorting mail, preparing correspondence. Job requires knowledge of personal computer software packages such as Word, Excel as well as specific court computerized system– Integrated Court Offences Network (ICON), Estate Program, CISS Program and manual system, e.g. files, court lists to conduct searches and maintain court records, process payments to input/access information.

Skills :

Job requires communicating orally at the counter and by telephone, with clients to obtain and provide information e.g. outstanding fines, court dates, changes, filing of legal documents and to explain court and administrative procedures. Job requires oral communication skills to liaise with senior officials and the judiciary regarding requirements/information relating to court orders and judgments. Job requires written communication skills to compose routine correspondence and reports such as statistical summaries following a standard guide and using appropriate technology. Job requires interpersonal skills to handle requests, complaints and deal with a variety of client emotions. Job requires attention to detail in order to review legal documents submitted by clients against the requirements of a variety of legislation, rules and procedures to ensure accuracy and completeness. Job requires analytical skills to determine clients needs and advise on missing requirements or proper completion of legal forms. Job requires ensuring that all required documents are on file by checking case files for missing documents or reports prior to court sittings. Job requires balancing cash to manual or computerized system, identifying and reconciling discrepancies.

Freedom of Action :

Job requires working in accordance with relevant provincial and federal legislation, ministry and government policies, guidelines and directives and in accordance with established methods and procedures of a court office to accept and release payments, process court documents and respond to enquiries. Job requires exercising designated signing authority on legal documents, e.g. default judgments, certificates, petitions, swearing affidavits as Commissioner of Oaths, order for assessment, certifying according to prescribed rules and procedures. Job requires resolving most work related problems or issues independently. Job requires referring to supervisor unusual or contentious matters such as disputes, difficult clients, payment disputes. Job is subject to review for accuracy of document processing and payments by supervisor.