Job ID #31030: Senior Court Administration Clerk

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #31030: Senior Court Administration Clerk


• Union: CUPE Local 5167


• Job Description ID #: 2133


• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on May 14 2024.


• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
  
  
  

SUMMARY OF DUTIES

Reporting to the Coordinator, Enforcement & Support, this position provides administrative and customer service support associated with the daily operations of the Provincial Offences Administration (POA) office.  This position will also coordinate and schedule interpreters, provide support and coverage to POA staff related to job specific responsibilities.  The Senior Court Administration Clerk is responsible for various cash-handling tasks and reconciliation as well as the enforcement process.

GENERAL DUTIES

• Provides customer service to the public, legal professionals, agencies and court stakeholders with respect to inquiries regarding fines, administrative procedures, collection processes and various court operations.


• Offers information and support to customers through various communication channels (i.e. in-person, telephone, electronic, etc.).
  


• Reviews reports from the Ministry of the Attorney General (MAG) for enforcement.  Updates municipal and provincial court databases to direct the Ministry of Transportation (MTO) to suspend a driver’s licence or deny the renewal of a licence plate.
  


• Receives Part III Informations, and other court documents from various enforcement agencies, reviews them for completeness and forwards them to a Justice of the Peace for review and approval. Informs enforcement agencies and forwards the package to Court Administration for processing once signed.
  


• Responsible for the safeguarding of cash and access to the vault. Administers and reconciles cash floats daily, notes any discrepancies and escalates to the Coordinator where appropriate. Completes daily banking; prepares and provides deposits to armoured car service pursuant to standard operating procedures.
  


• Processes reversal of payments in municipal and provincial court databases where an error has occurred and when an NSF payment has been identified.
  


• Responsible for the payment and reconciliation of authorized witness fees and expenses.
  


• Schedules and logs interpreters for upcoming court matters pursuant to MAG’s guidelines. Reviews and initiates interpreter fees through the municipal workflow approved process.
  


• Reviews, analyzes, and maintains collections and POA data spreadsheets and reports for accuracy and reliability . Investigates any discrepancies and reports findings to the Coordinator. Compiles statistics as required.
  


• Maintains office filing system and updates various municipal and provincial court databases.
  


• Provides support and coverage to POA staff related to job-specific responsibilities.
  


• Assists the Coordinators with the onboarding and training of staff as required.
  


• Performs designated statutory signing authority as Clerk of the Court. Commissions affidavits for documents related to POA court matters. 


• Works with the Coordinators to ensure required changes to office manuals, toolkits, and other resources are completed.


• Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
  


• Performs other duties as assigned which are directly related to the major responsibilities of the job.

QUALIFICATIONS

1.     Demonstrated court administration experience related to the duties referenced above normally acquired through a combination of education and related work experience.

2.     Experience in cash handling and financial reconciliation procedures and policies.

3.     Experience in a computerized environment. Working knowledge of Microsoft applications and municipal and provincial court databases (Integrated Court Offences Network and Court Administration Management System, etc.).

4.     Excellent written and verbal communication skills with the ability to communicate with all levels of staff, stakeholders and the general public to provide sensational customer service.

5.     Demonstrated problem-solving and analytical skills.

6.     Must possess strong organizational, prioritization and time management skills to meet tight deadlines and competing priorities.

7.     Must be able to work independently and collaboratively within a team-oriented environment.

8.     Demonstrated ability to accurately maintain and create files, spreadsheets, reports and court documents.

9.     Demonstrated  knowledge of Provincial Offences Administration.

10.  Proven capability to interpret and apply various legislation, policies and procedures.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship.  If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.