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SUPPORT ASSISTANT A

  • Job ID: 51182
  • Job Category: Administrative
  • Division & Section: Toronto Court Services, TO Court and Tribunal Operations
  • Work Location: Various, See Below
  • Job Type & Duration: Full-Time, 3 Permanent vacancies
  • Hourly Rate: $37.11 - $40.65
  • Shift Information: Monday to Friday, 35 hours per week
  • Affiliation: L79 Full-time
  • Number of Positions Open: 3
  • Posting Period: 24-Oct-2024 to 07-Nov-2024
  • Location Information: 
  • 2700 Eglinton Ave W, Toronto M6M 1V1
  • 1530 Markham Road, Scarborough M1B 3G4
  • 60 Queen Street, Toronto M5H 2M4

 

Major Responsibilities:

  • Provides work direction, training,guidance and support to assigned staff ensuring high standards of work quality, service and performance is being met by frontline staff.
  • Performs specialized clerical and administrative duties such as reviewing, investigating and analyzing problems associated with court proceedings, recordings and administration (i.e. coordinating coverage for all court sessions, logging and distributing transcript requests, ensuring interpreters are ordered/cancelled).
  • Administers, prepares, processes and composes documents including court orders and invoices.
  • Ensures and checks the preparation and processing of documents in accordance with appropriate policies and legislation.
  • Coordinates and controls data input into computer systems and checks/edits lists to verify accuracy and completeness of output.
  • Provides guidance and help to users in solving input and interpretation problems, in system use etc.
  • Investigates and analyzes problems associated with issuance and processing of court documents, transcripts and related matters, and takes timely appropriate corrective action, as required.
  • Monitors and controls workflow of the unit, ensuring adherence to relevant policies, procedures and practices and that work is completed accurately and in a timely manner.
  • Investigates problems and procedural inefficiencies, developing solutions, recommending modifications and reporting as required.
  • Composes and maintains detailed correspondence and statistical summaries requiring computations and calculations (i.e., spreadsheets, statistics on court appearance and docket assignments, prescribed statements, reports etc).
  • Interprets and applies regulations and practices.
  • Prepares calculations and analysis of data for forecasting/budgeting.
  • Reconciles vendor invoices and statements.
  • Liaises with and exhanges information with all levels of judiciary, legal profession, staff, the public, enforcement agencies, government agencies, private companies, and councillors.
  • Responds to detailed enquiries, complaints, concerns, conflicts and discrepancies with respect to procedures of any participant at a proceeding and takes appropriate and immediate action to ensure resolution and preserve security and integrity.
  • Provides a written detailed account to supervisor/manager.
  • Attends divisional and inter-office/divisional meetings to provide/exchange information and/or discuss the resolution of issues of an administrative nature.
  • Identifies and prepares detailed notations, regarding complaints and potential conflict of interest situations to be reported immediately to the supervisor/administrator/manager.
  • Participates in the certification process of court clerk monitors.
  • Performs the duties and responsibilities of clerk monitor when required.

 

Key Qualifications

  • Extensive administrative/clerical experience including court clerk functions, and transcription. 
  • Experience providing work direction, training, guidance and support to staff.
  • Experience in preparing detailed correspondence, including statistical summaries, transcripts, report writing and developing training material.
  • Experience with recording and transcription devices, computerized court management systems (ICON, PTMS, other) and systems including Microsoft Office (i.e., Word, Excel, PowerPoint, MS Access).
  • Must possess a court transcription certificacte from an Ontario educational institution recognized by the Ministry of Attorney General and the Ministry of Training, Colleges & Universities.

 

You must also have:

  • Advanced knowledge of relevant policies, in court procedures, regulations and legislation pertaining to court and business administration (i.e., Provincial Offences Act, HTA etc.) including knowledge of legal and technical terms.
  • Excellent communication, interpersonal and presentation skills to act as departmental representative and to liaise with all levels of judiciary, staff, legal profession, public, enforcement agencies and other external contacts in an efficient, discreet and diplomatic manner.
  • Good organizational skills and the ability to work in a high pressure, multi-task, high volume, team environment with minimal supervision, prioritize work schedule, and complete assigned duties within timelines.
  • Familarity with government legislation in the area of occupational health and safety.
  • Knowledge of office systems and procedures, with the ability to identify and analyze problems and inefficiencies and to develop effective solutions.
  • High standard of English grammer and spelling.
  • Ability to work flexible and/or varied work hours (e.g., 8:30 a.m - 4:30 p.m, 9:00 a.m - 5:00 p.m or 9:30 a.m - 5:30 p.m)
  • Ability to travel between courts when required, or report directly to an alternate court location due to operational needs.
  • Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplace

 

 

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

 

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

 

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.

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