Bilingual Court Clerk Cashier

Opening Statement

The City of Kingston is grateful to experience the traditional territories of Anishinabek (Ah-nish-nah-beg), Haudenosaunee (Ho-den-o-show-nee) and Huron-Wendat (huron-wen·dat). Kingston is a smart, livable city in the heart of eastern Ontario. Its stable and diversified economy includes global corporations, innovative start-ups and all levels of government.

At the City of Kingston, we believe that diversity and inclusion are essential elements of a thriving workplace. We value the unique perspectives and experiences that each individual brings to our team. As we continue to grow, we are dedicated to creating an environment where all employees feel welcomed, respected, and empowered to contribute their best work. The City of Kingston views diversity as its strength and we encourage applications from individuals of all backgrounds, including those from underrepresented communities.

As staff, you play a pivotal role in enhancing people's lives by delivering exceptional, customer-centered services of the highest quality. Within our highly ethical environment, you'll embrace accountability by consistently going above and beyond, actively listening to our customers, creatively addressing their needs, and maintaining unwavering respect for all individuals you serve. As a result, you'll become an integral part of our qualified and dynamic team, recognized for its compassion, excellence, integrity, inclusivity, and adaptability.

Position Summary

The Bilingual Court Clerk Cashier provides excellent customer service to Provincial Offences Administration (POA) clients and stakeholders including enforcement agencies, lawyers, prosecutors, and judiciary. The Court Clerk Cashier acts as a courtroom clerk/monitor to prepare dockets, the courtroom, read charges, record the defendant’s plea, amend information when necessary and endorse court documents with pertinent information.

KEY DUTIES & RESPONSIBILITIES

1. Responsible to record case dispositions on Integrated Court Offences Network (ICON), administer oaths to witnesses and interpreters, prepare and issue orders of the court, including probation orders, sentencing information etc., record court proceedings using recording equipment; record, store and control access of courtroom exhibits and tapes as per the provincial and municipal retention schedule.
2. Provide reception duties and answer correspondence.
3. Receive and process payments for fines, restitution, fees and costs at public counter, online services and by mail; provide bilingual information regarding charges and hearing date.
4. Complete daily cash reconciliation process, adhere to banking, bookkeeping and accounting procedures as established by provincial and municipal audit standards.
5. Receive documents, verify control lists, assign numeric identifiers to Part III information, input information into ICON system; open, sort and distribute and prepare mail.
6. Review files, records and other documents to obtain information to respond to requests; assist with preparation of reopening and appeal documents for transfer; schedule trials for the Provincial Offences Court.
7. Liaise with enforcement agencies, court officers, prosecutors defendants and prepare bilingual Notices of Hearing.
8. Accept responsibility for efficient process of charges and monies and provide efficient and effective bilingual customer service in a high volume court office.

Qualifications, Competencies

1. 1 year certificate in office administration or equivalent.
2. One (1) year experience in an office setting with a complex, fast paced work environment, preferably in an environment governed by legislation, regulations and policies.
3. Courtroom clerk/monitor experience an asset.
4. Bilingual in French and English is required.

Skills, Abilities, Work Demands

1. Demonstrated knowledge of taking and recording various methods of payments, balancing, reconciling daily cash receipts, bookkeeping methods and collections procedures.
2. Advanced level in both written and verbal French (tested).
3. Excellent Keyboarding skills 40 wpm (tested); data entry capabilities, accuracy required; knowledge of Microsoft Office (tested in proficiency at the Intermediate Level); knowledge of ICON, CAMS and court recording equipment systems preferable.
4. Excellent public speaking and listening skills.
5. Knowledge of administrative and clerical procedures such as word processing, managing files and records, office procedures and terminology; knowledge of laws, legal codes, court procedures and government policies and legislation; principles and processes for providing customer and personal services; ability to apply pertinent procedures, rules, statues and regulations for court administration.
6. Strong customer service skills with the ability to deal appropriately with contentious situations and to exercise discretion, judgment, diplomacy and confidentiality in dealing with the public, other staff and all stakeholders.
7. Strong organization and time management skills with the ability to work independently and or in a team environment; must be able to multi-task in a high volume workplace, meeting short turn around deadlines.
8. Must obtain and maintain a satisfactory Criminal Record Check (CPIC).

Closing Statement

Please inform us of any accommodations we need to make to ensure a barrier-free recruitment experience. Accommodations are available in accordance with the Ontario Human Rights Code (OHRC) and Accessibility for Ontarians with Disabilities Act (AODA) at any stage in the recruitment process. We’re happy to provide more information if you email us at HRCity@cityofkingston.ca.

Please apply to Career Opportunities at: www.cityofkingston.ca/Careers. Your resumé must demonstrate how you meet position requirements. Please upload to your profile any educational Degrees, Diplomas and/or Certificates that are relevant and required for the position. We thank all who apply, however, only those selected for further consideration will be contacted. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.