Job ID #31727: 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 #31727: Court Administration Clerk


• Union: CUPE Local 5167


• Job Description ID #: 2134


• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on February 18th, 2026


• Vacancy type: This posting is for an existing vacancy


• 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 Coordinator, Court Services this position is responsible to provide court administrative support related to the operations of the Provincial Offences Administration (POA) office. Coordinates services and workflow processes to contribute to effective and efficient court administration.

GENERALDUTIES

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.).

Receives, processes, and prepares applications (i.e. Application for Reopening, etc.) for review by the clerk of the court or judicial officer. Updates and files the application following the endorsement of the order.

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.

Completes data entry of charging documents into municipal and provincial court databases.

Reviews, analyzes and maintains data spreadsheets and reports for accuracy and reliability relating to POA.

Receives, accepts, schedules and files requests for early resolution (ER) meetings, trials, motions, and interpreter requests.  Prepares and sends notices to the parties of the proceeding.

Prepares, updates, balances and files court dockets for all POA matters.

Prepares and types court orders as required.

Prepares court documents to transfer to other courts.

Performs cashier functions by verifying and processing payments and invoices from various sources by utilizing municipal and provincial court databases. Safeguards cash floats and follows all cash handling procedures and policies. Completes daily administration and reconciliation of cash floats; notes any discrepancies and escalates to the Senior Court Administration Clerk where appropriate.

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

Sorts, distributes and processes mail.

Provides back up to the Senior Court Administration Clerk.

Assists with the training of Court Administration Clerks as required.

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

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. 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 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.