Hearings Clerk-C0794 (Under Review)

Summary of Duties:

Reporting to the Manager, Provincial Offences Court Administration, the Hearings Clerk prepares and processes required documentation associated with Administrative Penalties Hearings. Provides related public-facing services and administrative support for Administrative Penalties Hearings, provides clerical hearings support and hearings monitor assistance for appellants, Hearings Officers and penalties system partners while hearings are in session.

Work Performed:

• Receives and directs telephone calls, emails, counter requests and other inquiries from the public, and other penalties system partners. Responds to inquiries and provides information regarding hearings and proceedings.
• Retrieves general information, payment dates, penalty statistics and status, hearings dates from related computer or filing systems in response to internal and external inquiries.
• Receives and processes Hearings Requests in accordance with legislated requirements.
• Prepares the necessary information and documents for hearings opening.
• Verifies the accuracy of information for the hearing and ensures that proper documents are attached.
• Receives, records, marks and secures all exhibits tendered as evidence in the Hearing.
• Indexes and files reports and exhibits. Prepares all documentation and forms relevant to the proceedings.
• Ensures the efficient operation of all in-hearings equipment and technology.
• Creates a detailed and accurate log of all proceedings.
• Enters data from hearings requests and outcomes into related computer or filing systems.
• Provides proceedings support and hearings monitor assistance to Hearings Officers and tribunal partners and others while hearings are in session as needed.
• Liaises with Parking, Hearings Officers, City Clerks and POA Court Clerks and Court Reporter/Clerks to facilitate hearings and proceedings and communicate outcomes.
• Investigates and corrects hearings documents and files and related computer or filing systems errors and analyzes information to ensure that the record to be maintained is complete and accurate.
• Receives and directs clients to appropriate hearings and proceedings, answers general inquires.
• Provides customer service to the public and appellants and agents, in person or by telephone, email or other correspondence.
• Schedules hearings, maintains the associated hearings records/files, and tracks matters using the related computer or filing systems.
• Prepares letters, reports and statements relating to Administrative Penalties Hearings.
• Prepares and mails out public reminders, notices, and other correspondence as required to ensure payment of outstanding penalties.
• Performs other related duties as assigned.

Qualifications:

Completion of a one-year Ontario College Certificate in Office Administration or a one-year Ontario College Certificate in Court Support Services or equivalent.

Experience:

One year of related experience.

Specialized Training & Licenses:

Skills and abilities in the following areas are necessary:

• Demonstrated keyboarding proficiency.
• Ability to understand and apply Administrative Monetary Penalties regulations or related Municipal By Laws to related work responsibilities.
• Demonstrated customer service skills.

Compensation & Other Information:

$43,779 - $64,094 (Level 7)
This posting is for one (1) full-time position being filled on a temporary up to 2 year basis.
Current hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m.
Work Arrangement: Onsite. Subject to change in accordance with business requirements.

These hours of work are subject to change in accordance with the Collective Agreement and may include evening hours and Saturdays.

Police Record Check:

The successful candidate will be required to complete a Criminal Record Check.