Bilingual Court and Client Representative

Bilingual Court and Client Representative

Ministry of the Attorney General
Location: Pembroke, Ontario
Posted: November 24th 2017
Salary: $24.15 to $28.15 per hour

Consider this challenging opportunity working for the Ministry of 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.

We are currently recruiting for a Bilingual Court and Client Representative. This is a temporary, irregular on-call position for up to 5.5 months in length. You will work from zero to 36.25 hours per week, depending on operational requirements, with no guaranteed hours.

Duties and Responsibilites

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
  • Processing filings, fees, restitution, fines and payments
  • Issuing invoices and writing correspondence
  • Assisting with exhibit management and managing current and archival files
  • Proficient in English as well as oral French at the advanced level and written French at the advanced-minus level
  • Valid Ontario Driver's Licence

Communication and Client Service Skills:

  • Demonstrated knowledge of customer service principles and standards to consistently provide professional, responsive and accessible client service
  • Collaboration, team building and mentoring skills to provide leadership, technical advice, guidance and coaching to court staff
  • Demonstrate professional and respectful behaviour to ensure a workplace free from bias, harassment and discrimination
  • Ability to provide concise explanations and clarification of complex information (example: the Rules of Civil Procedure, guidelines, procedures, legislation)
  • 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
  • Ability to prepare a variety of written documents with a high degree of accuracy (example: routine correspondence to clients, orders)
  • Ability to address small to large groups of individuals in a public setting (example: during courtroom proceedings)
  • Listening and comprehension skills to ensure an accurate and complete recording of proceedings
  • Demonstrated attention to detail to ensure that forms and other legal documents are completed fully and accurately

Technical Proficiency:

  • 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
  • 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:

  • 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)
  • 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
  • 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:

  • Flexibility and adaptability to accommodate constant shifts in focus and changing priorities
  • Ability to organize and prioritize your workload and to respond to unforeseen demands
  • Ability to work independently and in a team environment

Problem Solving and Judgement Skills:

  • Demonstrated problem solving skills in order to identify, address and resolve clients' problems and concerns
  • Ability to interpret and assess situations or circumstances and make sound judgements based on the information gathered

Other Essential Skills:

  • 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
  • Ability to operate a cash register and point of sale machine to handle cash and credit/debit card transactions
Additional Information

To view this posting in French, click here.

Interviews and testing will be conducted at 297 Pembroke Street East in Pembroke.

In accordance with the Ontario Public Service Employment Screening Checks Policy, the top candidate(s) may be required to undergo a security screening check. Please refer to the Additional Information / Address section above to determine the screening checks that are required for this position.

You will be responsible for obtaining the criminal record check at your own expense and provide it, along with your written consent, to the Transition and Security Office (TSO), HR Service Delivery Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional screening checks as indicated in the Additional Information / Address section above that were not obtained directly by you. (Note: If a Vulnerable Sector Screening/Check is required, it must also be obtained in person at your local police service.)

A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Screening check records will be maintained by the TSO and kept strictly confidential.

As detailed in Article 6.1.2 of the OPSEU Collective agreement, the results of this competition may be used to fill future vacancies within 125 kilometers of the listed location and within 14 months following the closing date of this posting.

Please apply online only by Friday, December 8, 2017, by clicking here. Please follow the instructions to submit your application. Faxes are not being accepted at this time.

If you require accommodation in order to participate in the recruitment process, please contact us at to provide your contact information. Recruitment Services staff will contact you within 48 hours. Only those applicants selected for an interview will be contacted.

The Ontario Public Service is an inclusive employer. Accommodation will be provided in accordance with Ontario’s Human Rights Code.

Contact Information
Ministry of the Attorney General
297 Pembroke Street East,
Pembroke, Ontario

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