Job Specification

Purpose of Position :

In both official languages, to review, prioritize, cross-reference, register and disseminate incoming family support related correspondence, court orders and other legal documents and program materials for action by the case manager. To scan, index and photocopy materials, prepare outgoing mail and maintain manual and computerized filing systems records and reports. To prepare and process documents for legal matters regarding default hearings. To perform other clerical or administrative services to support efficient and effective branch operations.

Duties / Responsibilities :

Duties/Responsibilities
1. Reviews, prioritizes, registers, scans and indexes documents to update manual and computerized case management records for action by the case owner involving receiving, checking and cross-referencing a high volume of diverse program documents and materials forwarded by mail. fax or courier (e.g. client. stakeholder and legal court orders, legal notices, affidavits, statements of arrears, client complaints)

2. Reviews documents and materials to determine action required based on knowledge of Family Responsibility and Support Arrears Enforcement Act 1996 (FRSAE Act ), related legislation and treaties and division and court processes, practices and procedures. Determines priority of documents in accordance with established standards ant0 guidelines.

3. Identifies and determines appropriate case and file number for filing, whether tile number is identified or not and records, scans and indexes documents under the appropriate case number in the computerized database. Registers all court orders in the database and forwards documents/materials electronically and/or manually to the appropriate division area (e.g. Legal, Client Services, Finance).

4. Updates address changes and other demographic information in the database and send user log to case manager regarding the change notice. Performs trace and locate activities to update address of returned mail using designated search techniques according to branch policy and procedures.

5. Maintains a continuous record for litigation purposes and maintains liaison with Family Courts to identify dates and necessary time required to prepare for upcoming court dates. Inputs information into a database for the attention of the case owner and culls and scans case files to assist in preparing case files for court appearances.

6. Reviews and photocopies files requested under Freedom of Information and Protection of Privacy Act (FIPPA) and forwards to Legal Services for review prior to release by the ADM, scanning and indexing documents as necessary. Prints correspondence and other documents, as required and prepares outgoing documents (e.g. correspondence, court orders/forms, Support Deduction Notices, Hague Applications, panel lawyer briefings) for rail, fax or courier to various national and international destinations (e.g. courts, police forces, welfare agencies, other jurisdictions, income sources, lawyers, banks).

7. Provides a variety of other clerical and administrative services including producing computerized statistical reports on mail volumes, call volumes, inquiry patterns, response/service levels and other matters for review by the manager and team leader; preparing spreadsheets and other reports using existing software; and troubleshooting mail and distribution centre equipment operating problems (e.g. postal mailing and folding machines. faxes, photocopiers and other office machines).

Note: This position description reflects the key responsibilities of the job. Managers have the right to assign additional duties. This position description describes the normal or usual job requirements.

Staffing and Licencing :

French Language services. Proficiency in French; oral and written skills a an advanced level.

Knowledge :

Job requires knowledge of the FRSAE Act and related legislation, policies, procedures and program and service delivery standards and guidelines to review and prioritize a diverse number of program documents, determine action required based on knowledge of program legislation and division and court processes, identify and determine appropriate case and file number and update the computerized database. Job requires knowledge of the functions and legislation of related areas (e.g. courts) to maintain a record for litigation purposes, ensure accuracy of data, maintain liaison with Family Courts to identify dates and time required to prepare for court dates, resolve related issues and retrieve and scan case files to assist in preparing files for court appearances. Job requires knowledge of program and ministry confidentially provisions to ensure non-release of restricted information. Job requires knowledge of the operation of information technology hardware and software to enter and update data, conduct trace and locate functions, document action taken/results and prepare routine system generated statistical reports, spreadsheets and correspondence related to call volumes, inquiry patterns, response/service levels and other matters to support efficient service delivery. Job requires knowledge of the operation of office equipment such as photocopiers, printers and fax machines to copy material and transmit information.

Skills :

Job requires reasoning and problem solving skills to review, assess and prioritize a range of diverse program documents. Identify and determine appropriate case and file number for filing and determine action required based on knowledge of FREASE Act, related legislation and treaties and division and court processes, practices and procedures. Job requires analytical skills to perform trace and locale activities to update address of returned mail using a range of search techniques, maintain an accurate continuous file record for litigation purposes and identify dates and necessary time required to prepare documents for upcoming court dates. Job requires computer skills to document action taken/results on appropriate computerized data bases and prepare routine system generated statistical reports, spreadsheets and correspondence related to mail/call volumes, inquiry patterns and response/service levels. Job requires organizational and administrative skills to prioritize, review and process a high volume of family support and related legal documents within tight deadlines using manual and computerized systems and office technologies. Job requires communication and interpersonal skills to explain/disseminate detailed information on legal and other program documents to program staff, courts and panel lawyers and deal tactfully with often very sensitive issues and confidential information. Proficiency in French; oral and written skills at an advanced level.

Freedom of Action :

Work is performed under general supervision of a learn lead and Manager and within program legislation, policies, procedures and guidelines for the management and enforcement of support orders. Latitude for decision making exists in: determining priority and action required when reviewing a large volume of diverse case management documents; deciding when to direct inquiries/issues to case owners; determining confidentiality of information and when release is appropriate within established guidelines; maintaining a continuous record of documents for litigation purposes; determining time frames and accuracy of information and document requirements for court purposes; ensuring accuracy and integrity of data when updating databases: and determining data requirements when preparing computerized statistical related to work volumes, etc. Although performed independently, work is routinely reviewed by the case manager and Manager for soundness of actions taken, information provided and overall adherence to established program policies and procedures. Incumbent refers to the team lead or manager, problems or sensitive issues that vary from established procedures and guidelines. Errors could have impacts on clients and the credibility of the program (e.g. failure to recognize priority and importance of documents could delay service delivery to clients and cause liability to the government).