Court and Client Representative-Recording Management Coordinator - Designated Bilingual (English-French)

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Consider this challenging opportunity working for the Ministry of the Attorney General in the Ontario Court of Justice where you will provide technical guidance, information and support for the provision of an accessible, fair, timely and effective justice service to the public and justice participants.

Please Note:

Any individuals who perform Recording Management Coordinator (RMC) functions are prohibited from registering with the independent service provider as an ACT for court locations where the employee will perform the RMC functions. If an individual is currently registered as an ACT for a court location(s) where they perform RMC functions, he or she will be required to modify their registration to eliminate those court locations.

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About the job

You will provide court support functions (pre-court, in-session and post-court) by:

• ensuring all pre-court work is conducted prior to each day's proceedings (example: preparation and presentation of exhibits, distributing court dockets)
• preparing and presenting all court documents and ensuring accuracy and completion of same
• setting up, troubleshooting and monitoring court video technology for appearances that requires video
• maintaining order and decorum in the courtroom (example: administering oaths and cautions, relaying orders of the court arranging adjournment dates)
• liaising with various court staff, stakeholders and judiciary to ensure proper case-flow
• preparing and checking court documents for accuracy and completion as per legislated requirements and Rules of Procedure
• coordinating and managing the jury panel and all jury related duties
You will provide client support at the public counter and in the court office by:

• providing professional and respectful services to clients at all times
• determining nature and scope of client needs in relation to requirements of the court
• providing advice and guidance to clients in alliance with legislation, rules, procedures and policy
• ensuring accuracy and completion of all filings and that timelines are adhered to
• preparing and signing court documents under statutory authority of clerk of the court (example: warrants of committal, restraining orders, affidavits)
• receiving, tracking and processing internal transcript orders (example: judicial orders) and court recording and access to audio requests
• selecting an authorized court transcriptionist from the List of Authorized Court Transcriptions for Ontario for transcripts ordered
• providing transcriptionist with judicial requirements regarding timelines, payment and delivery
• responding to issues related to the authorized distribution of the in-court record
• ensuring electronic recordings are in a secure in the locked storage filing area and that access is restricted to only those authorized
• ensuring records are stored, maintained and accessed in accordance with legislation, judicial policies and court order (example: Youth Criminal Justice Act, sealed recordings)
• accurately inputting, updating and listing court information and filings into manual or computerized systems to ensure most up-to-date information is available
• recording statistics and preparing system generated reports
• process filings, fees, restitution, fines and payments
• issuing invoices and writing correspondence
• assisting with exhibit management and managing current and archival files

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What you bring to the team

Mandatory requirements

• you have availability to work on weekends and statutory holidays
• you can travel to other court locations and in small aircraft (small aircraft as required for remote locations)
• you have a valid Driver's Licence (as required)
• you are proficient in English as well as oral French at the advanced level and written French at the advanced-minus level

Communication and Client Service Skills

• you have demonstrated knowledge of customer service principles and standards to consistently provide professional, responsive and accessible client service
• you have collaboration, team building and mentoring skills to provide leadership, technical advice, guidance and coaching to court staff
• you demonstrate professional and respectful behaviour to ensure a workplace free from bias, harassment and discrimination
• you can provide concise explanations and clarification of complex information (example: the Rules of Civil Procedure, guidelines, procedures, legislation)
• you have the ability to liaise and build rapport with the public, members of the legal community and court house staff to provide information and support relating to court orders and judgments
• you can prepare a variety of written documents with a high degree of accuracy (example: routine correspondence to clients, orders)
• you can address small to large groups of individuals in a public setting (example: during courtroom proceedings)
• you have listening and comprehension skills to ensure an accurate and complete recording of proceedings
• you have demonstrated attention to detail to ensure that forms and other legal documents are completed fully and accurately

Technical Proficiency

You have:
• knowledge of specialized digital recording equipment and software (example: DRD Liberty Court Recorder and software) and audio recording files to ensure files received have been properly recorded and annotated
• knowledge of electronic file handling, extraction and conversion methods to process, retrieve, extract and copy digital electronic recordings to and from authorized media (example: encrypted USB drives, compact discs) and troubleshoot where recording files have not uploaded properly

Procedural Knowledge

You have:
• the ability to acquire and apply knowledge of courtroom procedures, practices and protocols to ensure proper operation of the court (example: organizing court lists of day's proceedings)
• the ability to interpret and apply relevant legislative requirements, guidelines and directives (example: Criminal Code, Child and Family Services Act, Rules of Civil Procedure, lawyer's referral service) to provide information to clients and deliver court services
• the ability to acquire and apply knowledge of Court services division programs and services to direct clients to available services as the first point of contact
• experience with administrative and clerical functions in order to manage active and archived files

Planning and Organizational Skills

You have:
• flexibility and adaptability to accommodate constant shifts in focus and changing priorities
• the ability to organize and prioritize your workload and to respond to unforeseen demands
• the ability to work independently and in a team environment

Problem Solving and Judgement Skills

You have:
• demonstrated problem solving skills in order to identify, address and resolve clients' problems and concerns
• the ability to interpret and assess situations or circumstances and make sound judgements based on the information gathered

Other Essential Skills

You have:
• proficiency with computer software (example: Microsoft Office), operational and case management systems (example: ICON and FRANK), and the Internet to access and retrieve information from databases, prepare correspondence and to conduct research
• keyboarding skills to accurately prepare and complete documentation and to annotate court proceedings within tight deadlines
• arithmetic skills to receive payments, calculate fees, collect and balance monies
• the ability to operate a cash register and point of sale machine to handle cash and credit/debit card transactions

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Additional information:

Note:

• This ad is also available in French.
• In accordance with the Ontario Public Service Employment Screening Checks Policy, the top candidate(s) may be required to undergo a security screening check. Please refer to the Additional Information / Address section above to determine the screening checks that are required for this position.
  
  You will be responsible for obtaining the criminal record check at your own expense and provide it, along with your written consent, to the Transition and Security Office (TSO), HR Service Delivery Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional screening checks as indicated in the Additional Information / Address section above that were not obtained directly by you. (Note: If a Vulnerable Sector Screening/Check is required, it must also be obtained in person at your local police service.)
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Screening check records will be maintained by the TSO and kept strictly confidential.
• N-AG-116930/18

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.