Job ID #31198: Trial Coordinator

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 #30761: Trial Coordinator


• Union:  CUPE Local 5167


• Job Description ID #: 7062


• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on July 9th 2025.
  


• Duration: Up to 9 Months
  This vacancy is for a period of up to 9 months as a result of a Maternity/Parental Leave.


• 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, Court Support this position is responsible for all trial coordination functions within the Provincial Offences Administration (POA) office.  The Trial Coordinator liaises with various internal and external stakeholders to provide court dates while maintaining the integrity of the court master plan.

GENERAL DUTIES

Provides customer service to the public, legal professionals, agencies and court stakeholders with respect to inquiries regarding trial coordination and various court operations and procedures.

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

Responsible for providing court dates for trial continuations, sentencings, pretrials, motions, trials, and court closures ensuring effective use of courtroom utilization.

Provides and schedules motion and judicial pre-trial dates and ensures all received materials are processed and distributed to appropriate parties.

Prepares the court master plan annually for review and approval by leadership and the Local Administrative Justice of the Peace.

Maintains the accuracy of the Court Master Plan in municipal and provincial court databases.  Notifies enforcement agencies and stakeholders of any changes to the court master plan (i.e. court closure list, etc.).

Verifies the judicial monthly assignments against the court master plan.  Liaises with the Central-West Office of the Regional Senior Justice of the Peace and notifies them of all discrepancies, seizures, judicial conflicts, and reassignments.

Reviews, analyzes, and maintains data spreadsheets and reports for accuracy and reliability relating to trial coordination and POA. Compiles statistics as required.

Acts as liaison between the POA office and the judiciary (i.e. obtaining judicial resources for intake matters and applications requiring judicial review, etc.).

Attends and participates in local and regional meetings with the POA leadership team.

Provides support in addressing interpreter-related matters during court proceedings.

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

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

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

Performs designated statutory signing authority as Clerk of the Court.  Commissions affidavits for documents relating to POA court matters.  Administers oaths to swear in or affirm witnesses and interpreters.

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 related duties as assigned which are related to the responsibilities of the job.

QUALIFICATIONS

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


2. 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.).


3. 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.


4. Demonstrated problem-solving and analytical skills.


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


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


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


8. Demonstrated knowledge of Provincial Offences Administration.


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

NOTE:

As a condition of employment, the successful applicant(s) will be required to obtain, satisfactory to the City of Hamilton, a Criminal Record & Judicial Matters (CRJM) Check at their own expense prior to beginning work in this position.

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.