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The City of Thunder Bay provides exceptional quality of life to those who live, work, and play in Thunder Bay – a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay is rich in people and resources, and connects Northwestern Ontario to the world. We value our high quality of life and promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.

The City of Thunder Bay is a place where art, culture and nature come together!

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Job Description:

POSITION SUMMARY: Under the general supervision of the Prosecutor – Court Services, is responsible for the administrative services in relation to municipal prosecutions in Provincial Offences Court (POA) and claims in Small Claims Court (SCC) within the Office of the City Solicitor and Corporate Counsel Department.

MAJOR RESPONSIBILITIES:

• Assembles, prepares and files materials with the respective courts.
• Prepares and provides all disclosure, which includes preparing packages and redacting where appropriate.
• Organizes briefs and corresponding dockets in advance of court appearances. Checks both initial and completed dockets from Integrated Court Offences Network (ICON) program to ensure correctness and that all information is available for the court.
• Obtains additional evidence from police or by-law enforcement officers.
• Provides quality customer service in either responding to telephone, email, mail and walk-in inquiries, and responding to or redirecting the inquirer, and notifying witnesses of the status of the POA charges.
• Participates in the development of a records management and file retrieval system and procedures for maintaining database.
• Collects, reviews, categorizes, organizes and collates information including confidential electronic records.
• Maintains an efficient, specific filing information retrieval system, updates databases, and provides reports as required.
• Processes, updates, and retrieves information through the Integrated Court Offences Network (ICON) program, based on decision reached in the courts or for enquiries by the defendants and their agents.
• Provides confidential administrative support, including but not limited to, opening and distributing mail; keying reports, memos, and letters; proofreading and editing; photocopying and collating; conducting research; maintaining calendars; processing forms; ordering office supplies etc.
• Performs tasks on various legal files at the direction of the Prosecutor – Court Services and the City Solicitor, when required.
• Performs other related duties, as assigned.

QUALIFICATIONS:

Education/Experience:

• Secondary school graduation and two years’ previous related court and/or legal experience

Skills/Abilities:

• Knowledge of the Provincial Offences Court (POA) and Small Claims Court (SCC)
• Ability to communicate effectively and concisely, both orally and in writing
• Ability to establish and maintain effective working relations with superiors, co-workers, and client departments
• Ability to identify, understand, and manage client department expectations
• Ability to exercise independent judgment when dealing with confidential or sensitive issues
• Strong project/time management, analytical/critical thinking, problem-solving, and decision-making skills
• Intermediate skill level in keyboarding, word processing, and spreadsheet software and must possess basic on-line data entry skills
• Self-starter with proven organizational skills and the ability to multi-task
• Must possess and maintain a valid Class “G” Ontario Drivers Licence, or equivalent.
• Must meet the definition of a competent driver as defined by the Corporation

Assets:

• Legal administration/law clerk or legal secretarial diploma
• Experience in Provincial Offences Court (POA) and/or Small Claims Court (SCC)
• Experience with SAP, ICON
• Knowledge of functions and services provided by City departments, outside boards, and agencies

CONDITIONS OF EMPLOYMENT:

• Must take an Oath of Secrecy
• Will be required to travel to various work locations and provide own transportation
• Must remain a competent driver as defined by the Corporation
• May be required to provide a successful driver’s record (uncertified)
• Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)

General Information:

As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups, women and members of the 2SLGBTQ+ community.

ONTARIO HUMAN RIGHTS CODE: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression. Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:

• Photos
• Any certificates that have photo identification
• Driver’s licences
• Police records checks

Note: The above documentation will be requested by the Human Resources Division should you be the successful applicant. If a Criminal Record Check is required, it will be requested by Human Resources should you be the successful applicant. Please do not submit your Criminal Record Check with your application.

ACCOMMODATION: Reasonable accommodations are available upon request for all parts of the recruitment process.

PRIVACY: Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625-3866