Provincial Offences and Court Services Clerk

February 28, 2025

Job Postings

Closing: March 13, 2025, at 4:30 p.m.

The Role

Provincial Offences and Court Services Clerk

This is a temporary full-time (until approximately March 19, 2027) role at the County, with an hourly compensation range of $28.929 - $33.489.

The Opportunity

Within this exciting role you will be responsible for managing Clerk of the Court and Court Reporter responsibilities during Provincial Offences court sessions, to ensure seamless and prompt court processes.

You will also execute administrative functions for Provincial Offences Court, to offer front line customer service for the POA function.

Apply today to become an integral member of the Haldimand County Team!

The Perks

35 Hour work week
Paid Time Off
Defined Benefit Pension
Comprehensive Benefits
EFAP Program
Wellness Programs
Safe & Friendly Work Culture
Career Growth
Perks & Discounts
Free Parking

The County

Haldimand County is a single-tier municipality with a dedicated team of professionals committed to delivering exceptional services to our citizens. With a focus on excellence, our county stands as an outstanding place to work and live. By joining our dynamic team, you open the door to a rewarding career where we prioritize the health and wellness of our employees, their families, and the communities we serve.

At Haldimand County, we believe in the Net Better Off philosophy. This means we’re passionate about helping our staff thrive and advance in an equitable workplace.

Job Description

Provincial Offences and Court Services Clerk, Legal and Support Services

Posting #: CUPE-2025-11

Posting Period: February 28 - March 13, 2025

Employer Group: CUPE

Reporting to: Supervisor, Risk Management and Legal Services

Grade: 7

Wage Range Hourly: $28.929 - $33.489

Position Status: Temporary Full-Time (until approximately March 19, 2027)

Work Hours: 35 per week

Location: Cayuga, ON (Haldimand County Administration Building)

Core Competencies

Interpersonal Communication
Emotional Intelligence
Cognitive Flexibility
Self-Direction

Position Summary

This role is assigned Clerk of the Court and Court Reporter duties within Provincial Offences court sessions to provide efficient, accurate and timely court process. The incumbent will complete Provincial Offences Court administrative functions. Also they will provide front line customer service for the POA function.

Qualifications, Knowledge, and Skills

Education

Community College diploma relative to area of responsibility (Legal, Office / Business Administration).

Experience

A minimum of two years current related experience (preferably in a legal environment with experience specific to court procedures and documentation relative to civil enforcement)
Special consideration will be given to applicants with the following:
- Previous cash handling and reconciling experience considered an asset
- A certificate of proficiency through the Court Reporters Association of Ontario would be an asset.

Knowledge/Skills

Familiarity with the Provincial Offences Act, Courts of Justice Act, Rules of the Ontario Court (Provincial Division) in Provincial Offences Proceedings, Defective Certificate of Offence Regulation, Proceedings Commenced by Certificate of Offence Regulations and other related legislation, as well as legal and technical terms and procedures.
Proven ability to be flexible and proven ability to prioritize tasks in a demanding and fast-paced working environment
Proven communication skills (oral, written and listening) and maintaining compliance with courtroom decorum
Strong attention to detail/accuracy
Proven ability to interpret and apply court policies, procedures and related legislation
Proven ability to work independently with minimal direction and supervision
High degree of integrity due to confidential and sensitive nature of information being dealt with on a regular basis
Ability to provide work direction to other employees
Proven ability to work in a team environment
Solid working knowledge of accounting and collection processes and procedures relevant to POA Administration
Analytical thinker with the ability to negotiate and resolve problems in positive manner
Personal, direct and confident when dealing with the general public and other court staff
Accountable for ensuring personal attendance at all court sessions.
Ability to operate electronic court recorder and transcribing equipment as well the Court sound system.
Technology Aptitude
- Demonstrated intermediate computer skills to utilize various technological devices and programs while adhering to cybersecurity and best practices are followed.
- Intermediate knowledge of MS Office (Word, Excel, Outlook, PowerPoint)
- Proven ability to apply essential functions of desktop software to create simple spreadsheets and documents;
- Send and receive emails;
- Use Internet for research;
- File and data management; and,
- Introductory to intermediate knowledge of Department- or Division-specific software to accomplish job tasks.

Responsibilities

The incumbent is responsible for, but not limited to:

Functional

Administrative and Customer Services
- Provide a high level of professional and efficient front line customer service by responding to inquiries regarding tickets, fines, fees, court operations and other Provincial Offence matters in person, telephone, virtually, mail or by email
- Receive, issue and process payments; balance and reconcile payments daily in ICON or other software as applicable
- Comply with the Oath of Secrecy (non-disclosure oath) for POA related activities
- Liaise with other agencies including but not limited to the OPP, Justice of the Peace, Provincial Scheduler, provincial ministries, etc.
- Issue, track, verify and process Provincial Offences related documentation and forms and as applicable for review and sign-off by the Provincial Offences Coordinator
- Coordinate transcript requests
- Receive and review tickets for compliance and receive control lists for input into ICON
- Provide true copies of legal documents
In-Court and Court Related Services
- Act as Clerk of the Court when Provincial Offences Court is in session
- Schedule court matters in accordance with timelines regulated by the Provincial Offences Act and judicial directives to ensure timely and effective use of court time; including for matters that are adjourned to a new trial date
- Coordinate judicial, prosecutor, officer and witness availability
- Ensure all court proceedings are documented and recorded in accordance with legislated requirements (court docket, custody and control of exhibits, facilitating interpreters for identified cases, etc.)
- Follow proper courtroom procedures (i.e. calls the Justice of the Peace, opening and adjourning court, arraigns defendants, records disposition, swear or affirm witnesses, taking the Plea, etc.)
- Function as Court Reporter including operating virtual and in-person court software and court recording equipment
- Provide support to all court parties for in-person or virtual attendance
- Prepare and update POA court dockets
- Receive and schedule requests for Early Resolution meetings with prosecutor
- Receive requests for and coordinate interpreter services
- Receive requests for Part 1 trial and Early Resolution requests and prepare appropriate documentation
- Schedules pre-trials and trials for Part III matters
- Prepare and complete all legal forms required during court proceedings (i.e. Probation Orders, Warrants of Committals, etc.)

Demonstrate commitment to the Haldimand County Code of Conduct

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the job.

Position Requirements

A current police check (LE 219 or Equivalent) from within the last 6 months

Haldimand County envisions all County staff to possess a high degree of Ethical Behaviour & Professionalism, Political Acumen, Relationship Management, Credibility, Flexibility & Adaptability, Empathy & Compassion, Entrepreneurship, and Customer Service.

Haldimand County is an equal-opportunity employer that strives for inclusivity and belonging for all. Accommodation is available at any stage of the hiring process to applicants with differing abilities. If you require accommodation at any stage of the hiring process, please contact us at hrhelpdesk@HaldimandCounty.on.ca.

County employees who are interested in applying for this position must complete the EMPLOYEE APPLICATION FORM via the County’s Intranet - FuNK and submit it online with a resume and cover letter by 4:30 p.m. on the last day of this posting.

We thank you for your interest in working for Haldimand County. Only candidates selected for an interview will be contacted.

Apply for this job