Job Specification

Purpose of Position :

To provide administrative, clerical & secretarial support to the Manager of Court Operations. To provide financial and human resource administrative support to the Business Support Officer in the Niagara Region.

Duties / Responsibilities :

1. Organizing and maintaining electronic and manual records, data and filing systems; maintaining bring forward
systems and advising staff of commitments; making arrangements for meetings and conferences such as:
booking rooms, arranging catering services, ordering appropriate equipment; preparing, coordinating and
distributing related agendas and material; attending meetings/conferences and taking and preparing minutes;
making travel and accommodations bookings; preparing and processing expense claims, invoices and purchasing
documentation; maintaining office supply and equipment inventory ensuring that equipment is in operating
condition. Maintain 1 boardroom and 3 training room bookings; liaising with CBRE and the parties re: changes as required;

2. Sorting, distributing MCO office mail; drafting routine letters and requests for information; composing routine
correspondence for signature from brief oral or written instructions or on own initiative by identifying, researching and following-up on issues.

3.Performing secretarial services by producing typed material such as reports, correspondence, presentations;
ensuring accuracy by proofreading for typographical errors, completeness, spelling, grammar, syntax and
adhering to correct format for appropriate signature; manipulating stored information as necessary to reformat,
update and revise manuals, directories and policy directives.

4.Providing reception services by receiving and screening visitors, internal and external telephone calls; identifying
key issues and providing information and assistance relating to program and administrative services, requests for
material; ensuring confidentiality; referring more complex queries to appropriate staff member.

5.Gathering, compiling, entering and retrieving information from various data bases such as: WIN (Workforce
Information Network), CISS (Centralized Information Statistical System) and IFIS (Integrated Financial Information
System) by searching through files and records, contacting internal and external sources to request information;
and preparing summaries and printing informational or statistical reports.

6.Liaising with court and government officials, staff, judiciary, lawyers and public in a multi-court environment on administrative issues.

7. Assists with recruitment activities by assisting with preparing advertisements, acknowledging receipt of applications; notifying applicants accordingly; preparing interview material and finalizing recruitment files; Responding to inquiries from general public regarding employment opportunities/processes/career directions. Compiling and analyzing current and future work force data. Judgment is exercised when dealing with sensitive and confidential issues, and when assisting managers with selection process to ensure fairness and integrity in the process.

Staffing and Licencing :

N/A

Knowledge :

Job requires knowledge or Ministry programs, policies, administrative and operating procedures, organizational structure and ministry/divisional/regional priorities and objectives. Job requires knowledge of scheduling procedures, administrative/office policy procedures/guidelines. Job requires proficiency in software packages such as MS Word, MS Excel, MS Outlook, PowerPoint, etc. and databases such as WIN, DBS, MMPE, IFIS. Job requires knowledge of human resources recruitment activities, procedures, and practices. Ability to acquire knowledge of policies in relation to human
resource and administrative initiatives, guidelines and directives. Job requires knowledge, grammar, syntax and spelling to accurately prepare correspondence, reports and presentations. Requires knowledge of operating of office equipment such as facsimile, photocopies and calculator.


This position requires a general screening check under the OPS Employment Screening Checks Policy which includes a criminal record check.

Skills :

Job requires demonstrated problem solving and analytical skills to support the Niagara Region management team with timely and accurate information and resolve difficult/contentious issues. Well-developed organization and research skills to coordinate responses to enquires and various issues. Superior verbal and written communication/interpersonal skills to deal effectively with all levels of stakeholders and staff and to advise/consult with Ministry officials. Requires high degree of initiative, tact and discretion. Typing (50 w.p.m.) to Ontario Government standards. Good keyboarding skills proficiency in Excel and template development. Excellent organization/priority-setting skills and attention to detail. Ability to maintain confidentiality. Manage a number of tasks simultaneously.

Freedom of Action :

Job requires working in accordance with relevant ministry and government policies, guidelines and directives and in accordance with established methods and procedures of the Manager of Court Operations Office. Job requires referring to manager unusual or contentious matters such as disputes and difficult clients. Job requires determining what information is confidential, sensitive or contentious and taking appropriate action or referring to manager/supervisor. Work is reviewed for content, grammatical and typographical accuracy.