Job Opportunity: COURT LIASON CLERK

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Court Liaison Clerk - Must possess the following Certifications

PROS - Information Manager Role

CPIC - Canadian Police Information Centre

CJIM - Canadian Justice Information Management

LIVESCAN - Fingerprint Submissions

JOIN - Justice On-Line Information Network

Coordinates Detachment administrative operations for the prosecution of cases set for Court (Adult and Youth) under Federal and Provincial statutes and Municipal by-laws, provides liaison services to the Crown and Court personnel in relation to Court matters. Ensures all Court files set for plea are complete prior to court /trial date.

Administrative, financial, and operational support services for police officers and other employees at the Lakeshore Regional Police Service Detachment. Front counter and telephone assistance, services, and information for the general public.

KEY ACTIVITIES

  1. Court liaison - administrate court detail for the Police Service's court files provincial (Traffic), criminal and federal. Examine files and records for consistency, compile court disclosures and bail hearing packages, type subpoenas for provincial, criminal and federal court matters, arrange court dates, communicate with legal professionals (e.g. Provincial and Federal Crown), prepare JOIN Information's, Prosecutors Information Sheets and issue Fail to Appear charges, perform other court related duties, and obtains Judge's Orders. Receives Warrants for Arrest, Warrants of Committal and Witness Warrants from the Court. Confirms validity, ensures Warrant is appropriately entered in CPIC, and monitors execution for removal. Receives fine and bail monies presented at the Detachment from individuals/agencies and maintains an associated ledger. Documents receipts and accounts for monies forwarded to the appropriate courthouse. Ensures the appropriate release documents accompany transmittals. Resolves issues for the payment of bail and fines for other jurisdictions, such as for out of Province cases, other duties required.
  2. Coordinate, receive, assess and respond to front counter and telephone enquiries, complaints, and requests for information (e.g. joint police/community initiatives, criminal records checks, legislation, etc.) and services (e.g. motor vehicle collision reporting via eCollision program, receipt for fingerprinting services, Bail, etc.) from the general public.
  3. Provide information and options to internal clients to assist in their understanding of and compliance with financial, administrative, and operational policies, guidelines, processes and procedures. Review internal service delivery methods and processes.
  4. Input, modification, manipulation, tracking, analysis, extraction and deletion of data and information in a variety of automated Operational Records Management Systems (ORMS), and other automated systems, for example: CPIC, PROS, JOIN and manual filing systems, and develop and compile statistical and narrative reports and documents.
  5. Maintain radio contact with regular members to provide pertinent information from data banks, relevant background material, which could include potential for violence, suicidal tendencies, call back-up and other assistance for member, and to support well-being and safety of members and involved general public/victims, handle emergency and/or OCC/911calls; the recording of information on the details of the complaint (location, circumstances, number of individuals, witnesses, weapons involved, intoxicated?) and notify/dispatch appropriate responder(s).
  6. Provide a broad array of administrative and operational support services, such as: receive, sort, file and distribute mail; arrange courier services (Exhibits, etc.)

SKILLS

Knowledge

Knowledge is required of the Lakeshore Regional Police Service's role, mandate, operational methods, techniques and practices, protocols, organizational priorities and programs, the surrounding jurisdictions, geographic and cultural considerations, interrelationships with municipal agencies and services, contract partners, joint police/community initiatives, community and federal programs (e.g. Crime Stoppers), and municipal by-laws. Knowledge is also required of the Federal and Provincial Crown, Criminal and Traffic Courts and their interdependencies, and the key contacts in federal and provincial organizations and agencies (e.g. Correctional Services, Ministry of Transport), other law enforcement agencies, and private sector agencies and organizations (e.g. ambulance services, hospitals, tow truck operators, etc.).

Well-developed knowledge is required of policies, guidelines, procedures, and practices (e.g. obtain pardon for a criminal record, municipal, provincial and federal legislation (e.g. Access to Information and Privacy Act, Criminal Code, Controlled Drugs and Substance Act, Motor Vehicle Act, Pardons Act, etc.). Knowledge is also required of a broad array of internal administrative policies, techniques, practices, and processes normally associated with financial responsibilities (e.g. create and dispose of files) and materiel management.

Knowledge is required of word processing and spreadsheet applications, and of grammar, specialized vocabulary, and terminology.

The above knowledge is required to respond to enquiries and requests for information and services (e.g. from municipal, provincial, and federal agencies) and complaints (some of which can be sensitive) from the general public. There is also a requirement to identify sources of information (e.g. data banks, archives, internal files, briefs, etc.), to conduct background research and analysis, to provide advice and recommendations on material and information management.

Knowledge is required of a broad number of operational and administrative on-line systems/data banks, and the policies, methods, techniques, and practices used to enter, maintain, research/query, extract, and reconcile the data and information. There is a requirement to recognize and ensure quality data, to recognize the interrelationships of the information and data contained in a variety of data banks and to assist police officers in the use of the information data banks. The data and information are used by police officers to identify situations that may be dangerous or threatening (e.g. firearms at a residence, history of violence, outstanding warrants, etc.). This knowledge needs to be kept up to date through continuing study of changes to internal regulations, policies, and legislation.

Analytical and problem solving skills are required to prioritize the units work load, to organize, implement and provide administrative and operational support, to research interpretations of guidelines, and policies and procedures, to develop, amend, and implement procedures, practises and processes, to lead the development, maintenance and disposal of files and records, to ensure a quality data and information in automated systems, and to develop administrative advice, recommendations, options and strategies on financial, material information and human resource management.

Communication skills are required to:

  • prepare reports, documents, understand documents, correspondence, and reports, to retrieve information and data from PROS.
  • understand information, requests for service and enquiries received from the public (in person and by telephone), internal clients, and other organizations, departments, and agencies.
  • extract detailed information from individuals (e.g. witnesses, victims, complainants), to prioritize, transfer and relay sensitive or emergency information via the police radio and telephone to police officers, support agencies and Communications Centre (this often takes place during a crisis situation.).
  • participate in committees. meetings, and to record activities/take minutes.

Contacts

Contacts are with:

  • general public (e.g. victims, witnesses, complainants, probation officers and parolees), in person and by telephone, to respond to enquiries and requests for information and data which, at times, requires explanation and interpretation. Situations may be an emergency, and require addressing agitated, distraught, or confrontational individuals.
  • other federal, provincial and municipal organizations and agencies and private sector organizations and agencies (e.g. Transport Canada, Department of National Defence, Correctional Services Canada, emergency services, Department of Homeland Security, Interpol, legal counsel, insurance adjusters, probation officers, city/municipal administrators, other police organizations, etc.) to exchange information, and to establish times for meetings and collaborations. There is a requirement to liaise with various individuals (e.g. victim services, witnesses, accused, parole officers, court personnel, coroner, etc.) to obtain and provide detailed information related to court cases, remands, and witness travel arrangements, etc.
  • internal clients (e.g. clerical staff, guards and matrons, police officers, management, CPIC, dispatch/communication centers, corporate services) to retrieve/relay information, to provide and obtain explanations

Effort 

Decision Making

Receive, assess, evaluate priorities and urgencies, and respond to front desk and/or telephone enquiries for information, complaints, and requests for services (e.g. payment of fine, handling and cataloguing of firearms, fingerprinting, copies of reports, registration of sexual offenders, receipt of dangerous goods, in line with policy and procedures) from the general public. Responses and services may include a variety of activities such as the documentation of information, the completion of forms, and the receipt of monies. May also receive, handle, process and return exhibits (e.g. found property, seized goods). The arrangement of police intervention, the prompt dispatch of emergency vehicles or referral to another organization or agency could, and often does, occur simultaneously. There is a requirement to develop and implement strategies during life threatening/traumatic incidents. For example, there may be a requirement to facilitate the coordination and evacuation of people and livestock during natural disasters. Police officers may require time to arrive on the scene.

Access various automated systems/data banks and hard copy files and records to input, code, research and extract the data and information, which is used to respond to internal and external requests received and to complete routine and ad hoc administrative and operational reports (statistical and narrative), returns, forms and documents (e.g. Prisoner Report, Purge Lists, etc.). There is a requirement to determine which data source will provide the optimal data and information, to access and search the automated systems in a sequence that will make the best use of the retrieved data as a criterion for subsequent searches, and to provide support and assistance to end users.

Receive and read incoming documentation and correspondence (mail, e-mail). Research previous correspondence received, determine if the subject should be cross-referenced with other file material, and assign the appropriate file classification number. Determine when and where documents/requests are to be forwarded, and who should provide a response or complete an action request.

Coordinate and perform court liaison administrative support duties to coordinate the corresponding office operations. Compile legal documents, research and retrieve data and information from investigation files, and produce and process documents (e.g. court briefs, dispositions, warrants) from hand written notes and voice recordings. Review file documentation for completeness and ensure circumstances of prosecution are on file to support the charge. Arrange court dates, communicate with the defence counsel and crown prosecutors, prepare information, and ensure the safe storage of evidence and maintain the documentation needed to meet legal requirements.

Response to the needs of the cell block (e.g. guards/matrons, supplies, food, transportation), and to transcribe video and audio recorded evidence involving disturbing testimonials of victims, accused and witnesses. May be required to assist a Regular Member in the handling of prisoners (e.g. searching, photographing, transporting). There is an on-going need to develop strategies during life threatening/traumatic incidents until police officers arrive. Effort is required to deal with all circumstances concurrently.

The impact of decisions and recommendations:

  • front counter service affects public perception and confidence in the Lakeshore Regional Police Service;
  • researching, interpreting, recording and/or disclosing information erroneously (e.g. ATIP, pardons, criminal record checks) may affect police investigations, other police or legal matters, public and officer safety, and/or integrity of official records;
  • administrative and operational support activities, such as handling and safekeeping of exhibits, radio use, records management, etc., supports Police Service efficiency, health and safety, physical security (e.g. key control access, passes, and access codes), police operations and investigations, and criminal charges.
  • Staffing positions is vital to ensure the continuity of personnel and support for operations.

WORKING CONDITIONS

Working Conditions

Work is performed in a police environment. There are inherent stresses, distractions and interruptions (e.g. from unruly prisoners), and a continual need to respond to/react to the general public. There is significant exposure to unsettling and graphic materials (e.g. crime scene photographs), and when transcribing court documents or recorded incidents or complaints. There are occasional disagreeable interactions with external clients (e.g. witnesses, victims, accused and suspects, complainants, etc.) who, at times, are confused, fearful, hostile, or in shock about a situation or circumstance (e.g. missing child, assault, emergency situations). There is a requirement to be in the Police Service office alone when police officers are on patrol or off duty.

There is exposure to numerous and conflicting deadlines, multiple demands, time pressures, and changing priorities. There is a requirement to remain seated or standing for long periods (personal computer, meetings) in an open office environment. There is exposure to communicable diseases (e.g. from individuals being detained) and potential eye strain and other physical stresses related to extensive computer work.

Physical effort is required to lift and carry boxes (up to 20kg) of equipment/supplies for short periods of time. The use of protective gloves may be necessary when exposed to/handling exhibits or unsafe material (e.g. mail, flares, and ammunition).

Security Clearance required, wages contingent to experience (Starting wage $57,848.06 to $62,625.76) Canada Life Benefits and Pension Plan.

Resumes can be forwarded to Roberta Hopkins, Support Service Manager at Roberta.hopkins@lsrps.ca

Apply For This Opportunity

 
Resumes can be forwarded to Roberta Hopkins, Support Service Manager at Roberta.hopkins@lsrps.ca

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