Our Story:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.
This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.
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The Role:
Provides administrative support and customer service at Provincial Offences Court. Processes fine and fee payments. Enters, uploads, and reconciles data in court administration databases (e.g., provincial ICON, CAMS). Prepares, reviews, and maintains court documents and files. Acts as clerk of the court, per legislation (Provincial Offences Act), and performs duties of a commissioner for taking affidavits.
Duties/Responsibilities:
Provides customer service (in person, email, phone) to answer questions and provide information regarding completing forms, status of charges, enforcement, fines, and court times/dates. Explains court procedures/processes, payments, plea options, re-openings, legislative time limits, and legal documents. Directs members of the public to courtrooms, prosecution offices, and other government agencies.
Processes fine payments, including obtaining real-time data from systems, entering data, posting, and balancing/reconciling to court administration databases. Investigates and resolves discrepancies. Calculates and processes victim fine surcharges, court costs, and fees (e.g., for transcripts, archive searches, certified copies, photocopies). Stores and secures revenues.
Prepares and maintains court documents (e.g., schedules, dockets, file records, accounts receivable, dispositions, adjournments, motions, trial notices). Signs as clerk of the court, disburses, and files per legislative retention schedules. Prepares court and probation orders as directed by the Justice of the Peace and distributes (e.g., to police, correctional facilities, probation office, criminal court, superior court, defendants). Reviews files and corrects incorrectly entered/ processed conviction details.
Inputs information (e.g., tickets, trial requests, sworn court information’s) and processes fail-to respond dockets, re-openings, and extension applications in systems. Reviews and processes enforcement reports for licence suspensions, plate denials, and defaulted fines. Verifies and initiates licence suspensions and plate denials in ICON. Reconciles court dockets with ICON and investigates and resolves discrepancies.
Explains appeal processes and requirements to clients, assists with paperwork, and schedules appeal motion dates. Transfers cases in ICON, arranges for paperwork to be sent to Appellate Court, and communicates regarding transfer of funds. Processes appeal documentation and actions next steps, per Justice's endorsement (e.g., refunds, notifications, court dates, judicial conflicts, final disposition, reinstatement of enforcement).
Reviews, accepts, enters, and files incoming charges filed by enforcement agencies and ensures compliance with statutory time limits; liaises with enforcement agencies to return matters filed out of time. Reviews incoming Part 3 information from outside agencies that have been sworn by a Justice of the Peace and enters to ICON.
Determines if charges qualify for and schedules resolution meetings. Updates defendant information, sends notices, and requests interpreters through trial coordinators if needed. Grants and arranges postponements and sends notices with new meeting dates.
Downloads and processes integrated court offence reports, and processes cash transfer journals. Downloads electronic ticket data files into court administration database; reviews, verifies, corrects, uploads, and reconciles data with ICON.
Provides administrative support, including processing mail, requesting office supplies and forms, distributing/stocking supplies, and maintaining information resources.
Performs some duties of the Court Clerk/Monitor and Trial Coordinator in their absence, as directed.
Performs related duties as assigned.
Knowledge, Skills, and Abilities:
Knowledge of office administration, normally acquired through a 2-year post-secondary diploma in a related field (e.g., law, business) plus 3 years of court-related experience (or an equivalent combination of education and experience).
Knowledge of and ability to comply with policies, procedures, Ministry statutes and guidelines, financial guidelines, and legislation related to provincial offences and courts of justice.
Human relations and communication skills to respond to inquiries and explain information using proper legal terms (e.g., legal definitions and outcomes, court procedures, legislative timeframes, payments, plea options, forms) to members of the public so they understand intent; de-escalate emotional situations with clients; provide information and assist staff and the judiciary; and participate as an effective team member.
Ability to use proper legal terms, in clear, concise language to write notes, standard and customized letters, instructions, and maintain accurate records and program information. Ability to read and understand policies, procedures, and instructions.
Time management and attention to detail skills to prioritize work to meet deadlines; address scheduling issues; and process client and administrative requests per legislated requirements. Ability to adapt to changing priorities in a fast-paced environment.
Computer skills with ability to use software such as court administration databases (e.g., Integrated Court Offences Network (ICON), CAMS), Microsoft Office, and a court recording system.
Must provide an acceptable police record check for bondability.
Ability to support and demonstrate the Region’s values
In addition to offering a competitive compensation package, we have a strong focus on health and wellness, including fitness facilities and family-focused benefits.
We thank all applicants in advance; however, we will be corresponding only with those selected for an interview.
The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage, and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.
Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number 519-575-4400, or TTY number 519-575-4608 to request an alternate format.
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