Major Responsibilities:
- Provides advanced customer service skills to the public at a busy fast paced counter, on the phones, by email and by written correspondence and also with other court stakeholders such as agency representatives, members of the legal profession and the Judiciary
- Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash, such as: verifying, accepting and posting incoming fine payments, paying interpreters fees for service, receiving and recording deposits for transcript and end of day's end balancing
- Prepares bank reconciliations, deposits and withdrawals, processes cheques and performs detailed calculations and computations to balance accounts, purchases, remittances, disbursements and refunds
- Receives and pays out cash, monitors and balances petty cash and witness funds.
- Prepares and processes documents/statistical summaries/reports etc.
- Assesses and analyzes data
- Drafts and signs correspondence
- Checks work for accuracy and conformity with regulations, policy and procedures and corrects/resolves outstanding/incorrect items.
- Identifies issues and recommends solutions
- Performs investigations
- Completes reports
- Performs complex calculations
- Directs, coordinates, schedules and trains assigned staff
- Checks/verifies work of assigned staff
- Operates office equipment and computers utilizing a variety of software packages, applying speed and skill
- Prepares presentation material while utilizing detailed layout and formatting
- Coordinates and maintains a complex record/retrieval system, such as: future trial documents, schedules, tables, completed cases, dockets, payments, fines and enforcement, collections, exhibits, recording tapes, tables, completed cases, dockets, payments, fines at enforcement, collections, exhibits, recording tapes, reports, inventory data and manuals. Includes filing, purging, scanning operation, scanning, data entry of new charges received, updating dispositions etc.
- Maintains supplies inventories
- Responds to e-mails, telephone and in-person inquiries from senior staff, the public, agencies, judiciary, legal profession, Enforcement Agencies and other levels of government utilizing in-depth knowledge of procedures, regulations and criteria
- Reviews, accepts or rejects material/applications from the public, ensuring all criteria have been met
- Provides 'in-person' applicants with all the appropriate legal documents for such actions as: requesting trials, motions, affidavits, extensions of time to pay, re-openings, appeals etc., and proof reads these applications and other documents, to ensure they are properly completed and conform with regulations, statutes, agreements, policies and procedures before accepting the documents as' filed' court records
- Processes the applications by updating the computer records/files and generates any further appropriate legal documentation/notices (Trial, Hearing Date notices, Notices of Fine etc.)
- Assists with budget administration for the unit
- Coordinates meetings, events and schedules
- Takes/transcribes minutes
Key Qualifications:
Your application must describe your qualifications as they relate to:
- Considerable office experience performing various administrative and clerical duties, including accepting cash payments, bank reconciliations, preparing statistical summaries and reports, etc.
- Experience with case management systems (ICON, PTMS, etc.) and Microsoft Office (Word, Excel, Access and PowerPoint).
- Considerable experience in a customer service environment, dealing directly with the public, all levels of internal staff, and other external contacts in an efficient, discreet and diplomatic manner.
- Considerable experience entering data, reviewing and receiving documents/applications, applying relevant policies, procedures and legislation pertaining to court and/or business administration (i.e Provincial Offences Act, Court of Justice Act, Administration of Justice Act, etc.)
- Experience providing bilingual (English & French) front line service in a customer service environment, including by telephone and in writing.
You must also have:
- Ability to prepare detailed correspondence, summaries, statements and documentation requiring the interpretation and application of a wide range of administrative/cash handling practices.
- Knowledge of office systems related to cash handling procedures.
- Ability to identify, analyze problems and inefficiencies and to develop effective solutions.
- Knowledge of ICON court generated reports, i.e. enforcement reports, unmatched payment reports, daily reconciliation reports, offence journal entry reports etc.
- Ability to handle and resolve situations in a professional manner, utilizing knowledge of legislation, regulations, by-laws, policies, practices and procedures.
- Ability to use layout and formatting procedures for text, charts, graphs and statistical data.
- Mathematical ability to compile financial data and statistical summaries and to balance documents.
- Excellent organization skills, and ability to work in a high pressure, multitask, high volume, team environment with minimal supervision.
- Excellent knowledge of purchasing practices, inventory control, corporate financial, payroll and administrative policies, procedures and practices.
- Familiarity with government legislation in the area of Occupational Health and Safety.
- Ability to type/keyboard at a fair rate of speed.
- Ability to work flexible and/or varied work hours.
- Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.
Note:
An eligibility list will be established
Accommodation: The City of Toronto is committed to fostering a positive and progressive workforce reflecting the citizens we serve. We provide equitable treatment and accommodation to ensure barrier-free employment in accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and the City of Toronto's Accommodation Policy. You can request for accommodation related to the protected grounds at any stage of the City's hiring process, i.e., application, assessment and placement.
If you are an individual with a disability and you need accommodation in applying for this position, please email us at applaccomodation@toronto.ca, quoting the job ID # and the job classification title. If you are invited to participate in the assessment process, we ask that you provide your accommodation needs in advance at that time. Please be advised that you may be requested to provide medical/other documentation to Human Resources to ensure that appropriate accommodation is provided to you throughout the hiring process.
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