SUPPORT ASSISTANT B

Job title: SUPPORT ASSISTANT B

Job description:

• Job ID: 24545
• Job Category: Administrative
• Division & Section: Toronto Court Services, TO Court Svcs Court Operations West
• Work Location: YORK CIVIC CENTRE, 2700 Eglinton Ave W, Toronto, M6M 1V1
• Job Type & Duration: Part-Time, Temporary Vacancy (12 months)
• Hourly Rate and Wage Grade: $32.21 – $35.30 per hour
• Shift Information: Monday to Friday, 20 hours per week
• Affiliation: L79 Unit B PT
• Number of Positions Open: 1
• Posting Period: 14-Jan-2022 to 28-Jan-2022

Major Responsibilities:

• Provides excellent customer service and responds to email, telephone and in person inquiries at the counter from the public, senior staff, other court stakeholders (e.g. agency representatives, members of the legal profession and the Judiciary), and other levels of government utilizing in-depth knowledge of procedures, regulations and criteria.
• Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash (e.g. verifying, accepting and posting incoming fine payments, paying interpreter’s fees for service, receiving and recording deposits for transcripts and end of day balancing).
• Receives and pays out cash, monitors and balances petty cash and witness funds, Prepares bank deposits, withdrawals, reconciliations and processes cheques and performs detailed calculations and computations to balance accounts, purchases, remittances, disbursements and refunds. Assists with budgeting administration for unit.
• Prepares and processes documents/statistical summaries/reports etc. Assesses and analyses data. Drafts and signs correspondence.
• Checks work for accuracy and conformity with regulations, policy and procedures and corrects/resolves outstanding/incorrect items. Identifies issues and recommends solutions. Performs complex calculations.
• Directs, coordinates, schedules and trains assigned staff. Checks/verifies work of assigned staff.
• Operates office equipment and computers utilizing a variety of software packages, applying speed and skill. Prepares presentation material. Utilizes detailed layout and formatting.
• Co-ordinates and maintains a complex record/retrieval system (e.g. filing, purging, scanning, data entry of new charges received, future trial documents, schedules, tables, completed cases, dockets, payments, fines and enforcement, collections, exhibits, recording tapes, reports, inventory data and manuals, updating dispositions, etc.) Maintains supplies inventories.
• Provides ‘in-person’ applicants with appropriate legal documents based on the type of request (e.g. requesting trials, motions, affidavits, extensions of time to pay, re-openings, appeals etc.), proof reads applicant submissions before accepting the documents as “filed court records” to ensure the legal documents are properly completed and conform with regulations, statutes, agreements, policies and procedures. Processes the applications by updating the computer records/files and generates any further appropriate legal documentation/notices (Trial, Hearing Date notices, Notices of Fine etc.).
• Co-ordinates meetings, events and schedules. Takes/transcribes minutes.

Key Qualifications:
Your application must describe your qualifications as they relate to: * Considerable experience working in a customer service oriented environment performing various administrative and accounting tasks including preparing statistical summaries, reports, bank reconciliations, and accepting cash payments.

• Experience utilizing case management systems (e.g. ICON, PTMS, etc.) and preparing and formatting complex technical reports, charts, tables and presentations using Microsoft Office Suite (Word, Excel, PowerPoint).
• Considerable experience reviewing documents or applications for data entry and completion.

You must also have:

• Ability to prepare detailed correspondence, summaries, statements and documentation requiring the interpretation and application of a wide range of administrative/cash handling practices.
• Knowledge of office systems related to cash handling procedures.
• Knowledge of ICON court generated reports, i.e. enforcement reports, unmatched payment reports, daily reconciliation reports, offence journal entry reports etc.
• Ability to compile financial data and statistical summaries and to balance documents.
• Excellent organizational, analytical, problem solving and multi-tasking skills, with the ability to set priorities, coordinate a diverse workload and meet tight deadlines.
• Excellent interpersonal skills with the ability to provide a high level of customer service and respond to email, telephone and in person inquiries in an efficient, discreet and diplomatic manner.
• Familiarity with government legislations, regulations, by-laws, policies, practices and procedures.
• Ability to type/keyboard at a fair rate of speed.
• Ability to work flexible and/or varied work hours.
• Ability to work in a high pressure, high volume, team environment with minimal supervision.
• Ability to work in a customer service oriented environment, dealing directly with the public, including handling customer inquiries in person, by telephone and in writing.
• Knowledge of relevant policies, procedures, and legislation pertaining to court and/or business administration (e.g. Provincial Offences Act, Courts of Justice Act, Administration of Justice Act etc.) .
• Knowledge of purchasing practices, inventory control, corporate financial, payroll and administrative policies, procedures and practices.
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City’s . Candidates will be required to show proof of vaccination during the recruitment process.

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

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 .

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. . Learn more about the City’s .

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