Are you well organized with a high level of attention to detail? If so, the Ministry of the Attorney General, Court Services Division is looking for you to perform records management duties for the Superior/Ontario Court of Justice, including all appeals, applications, stated case, motions for leave and motions within the entire Province of Ontario.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?

You will:

• receive, track and enter data into computerized systems, the detailed information and location of all book materials (hard copy and/or electronic format) filed with the court
• process requisitions for copies of filed documents, court orders and judgements
• retrieve archived court documents from record retention centres
• organize, file and cross reference a variety of legal and court documents in numerical and alphabetical filing systems
• provide scanning, copying and bindery services to justice participants
• receive and process original documents and exhibits from court locations across the province
• move court files, boxes and exhibits
• prepare, organize and label all court materials for formal legal review by judicial legal research department in advance of the hearing in court

How do I qualify?

Communication and Customer Service Skills:

• You have interpersonal skills, including tact and diplomacy, to build rapport with clients, liaise with senior officials and the judiciary, and to handle resistance and objections to solutions offered or information provided
• You have oral communication skills to interpret complex rules and procedures and communicate them in clear language, providing short explanations and clarification of complex information (e.g., Rules, guidelines, procedures)
• You have active listening skills and patience
• You have written communication skills and attention to detail to prepare a variety of correspondence

Planning and Organizational Skills:

• You have demonstrated flexibility and adaptability to respond promptly to client needs and problems and to work in different court environments and practice areas
• You have demonstrated experience organizing and prioritizing own workload and the ability to work under pressure in a fast-paced environment with competing deadlines
• You have independent working skills to perform duties under minimal supervision as well as collaboration skills to work well with colleagues in a team environment

Computer Skills:

• You are proficient with Microsoft office products (e.g., Word, Excel, Outlook, TEAMS), operational and case management systems and the internet to prepare correspondence, access and retrieve information from databases, and to conduct research
• You have accurate keyboarding skills in order to prepare and complete documentation, often within tight timelines

Technical Knowledge:

• You have knowledge of record-keeping procedures to maintain, organize and update databases and court records as well as store, file and retrieve electronic and paper-based information
• You have the ability to acquire and apply knowledge of Court office practices and procedures to carry out administrative/clerical functions such as archiving files, retrieving files, record keeping, sorting mail and preparing correspondence
• You have the ability to acquire and apply knowledge of government policies and procedures

Analytical and Research Skills:

• You have the ability to probe for information and determine client objectives, needs, or concerns in order to respond to requests
• You are able to interpret situations or circumstances and make sound judgments based on the information gathered to determine appropriate courses of action
• You have the ability to identify situations and occurrences with political or media relations overtones, and respond in a manner that does not compromise service or problem resolution
• You are able to identify and compile information for clients using a variety of internal and external sources (e.g., court information databases, Rules of Civil Procedure, legislation, websites, resource information)

Additional Information:

Note:

• In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.
  
  Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
• T-AG-195480/23(8)