Court and Client Representative

Consider this challenging opportunity working for the Ministry of the Attorney General in the (Superior and/or Ontario) Court of Justice as a Court and Client Representative 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:
• The vacancy located at 361 University Ave is an Irregular On-Call position. You will work zero to 36.25 hours per week, depending on operational requirements, with no guaranteed hours.
• The vacancy located at 330 University Ave is a Full Time position. You will work 36.25 hours per week.

What can I expect to do in this role?

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
• testing court audio and recording equipment prior, during court and after each recess
• 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
• ensuring all proceedings are recorded and annotated in accordance to legislative requirements, ministry guidelines and standards
• ensuring courtroom and court recordings are secure and safeguarded
• 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)
• 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

Please Note: This position may require travel to other Toronto and GTA court locations

How do I qualify?

Mandatory

• You are proficient in English as well as in oral and written French at the advanced level
• you have availability to work on weekends and statutory holidays as required
• you can travel to other Toronto and GTA court locations

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:
• the ability to operate and troubleshoot digital recording devices to ensure the accurate recording and annotation of court proceedings, provide playback upon request of the court, to ensure the timely delivery of services and resolve operational and technical issues
• the ability to operate and troubleshoot multi-functional devices, remote video technology, electronic evidence display equipment, assistive listening devices, and child-friendly courtroom equipment to ensure the timely delivery of services and resolve operational and technical issues

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

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.

Remember: The deadline to apply is Wednesday, November 4, 2015 11:59 pm EST. Late applications will not be accepted.

We thank you for your interest. Only those selected for further screening or an interview will be contacted.