Prosecutions Coordinator Job at City of Brampton
Job Description:
JOB TITLE: Prosecutions Coordinator
AREA OF RESPONSIBILITY:
Reporting to the Manager of Prosecutions, this position provides legal administrative support, and maintains efficient operations for professional paralegal staff primarily acting as prosecutors pursuant to Memorandum of Understanding with the Ministry of the Attorney General. This position is required to function in a prosecutors’ office demonstrating judgment and independence to meet requirements of the Memorandum of Understanding, in addition to legal services requirements and corporate service standards, best practices, policies and guidelines.
SELECTION CRITERIA:
REQUIRED EXPERIENCE:
OTHER SKILLS AND ASSETS:
#L1-NR2
** Various tests and/or exams may be administered as part of the selection criteria.
Alternate formats will be provided upon request.
Interview: Our recruitment process will be completed with video conference technology.
As part of the application process, applicants will be invited to complete a self identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.
Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.
JOB TITLE: Prosecutions Coordinator
DEPARTMENT: Legislative Services
POSTING NUMBER: 105170
NUMBER OF POSITIONS: 1
JOB STATUS & DURATION: Full Time Permanent
HOURS OF WORK: 35 hour workweek
LOCATION: Hybrid Model– when working onsite, you will report to the location of 5 Ray Lawson Blvd. Provincial Offences Courthouse.
SALARY GRADE: 3
HIRING SALARY RANGE: $64,907.00 - $73,021.00 per annum
MAXIMUM OF SALARY RANGE: $81,134.00 per annum
JOB TYPE: Management and Administration
POSTING DATE: December 5, 2022
CLOSING DATE: December 16, 2022
AREA OF RESPONSIBILITY:
Reporting to the Manager of Prosecutions, this position provides legal administrative support, and maintains efficient operations for professional paralegal staff primarily acting as prosecutors pursuant to Memorandum of Understanding with the Ministry of the Attorney General. This position is required to function in a prosecutors’ office demonstrating judgment and independence to meet requirements of the Memorandum of Understanding, in addition to legal services requirements and corporate service standards, best practices, policies and guidelines.
- OPERATION SUPPORT
- Provide administrative and legal support in preparation and processing of legal documentation and information to meet legal services requirements as assigned by the Attorney General in relation to prosecutions including
- Prepare disclosure documentation in accordance with disclosure obligations to accused in prosecutions;
- Supervise and train paralegal co-op students
- Responsible to accept, review and decide whether or not to authorize and prepare Notices of Motion for Peel Regional Police matters where they are asking to adjourn matters;
- Prepare provincial offences court documentation including court forms;
- Prepare summons for defendants to be issued by a court and ensuring proper service as per the Provincial Offences Act;
- Review and decide whether or not to accept Part I First adjournment requests from the defence considering obligations for disclosure, Charter challenges and court availability;
- Arrange for service and filing of documents with appropriate parties and offices of courts;
- process incoming and outgoing correspondence;
- Review prosecution requests to determine validity of charges before processing them;
- Assign Municipal files to prosecutors;
- Schedule of Municipal matters for all client departments and assigning them court dates;
- Attend court with prosecutor on Municipal files to provide Court, witness and prosecutor availability;
- Assist in court updating Municipal files
- Prepare and arrange for delivery of Summons to witness
- Identify witnesses required for trial
- Attend Early Resolution court where needed;
- Return files to client departments where charges cannot be proven;
- Update and maintain tickler systems and prosecution lists.
- Assist on preparation for prosecutions in accordance with deadlines where error would have significant consequences for the administration of justice
- Complete accurate work within established timeframes and meet external deadlines under pressure.
- Provide organized and proactive administrative assistance and program support of specific processes, projects and events, including correspondence, documentation, logistical support, answering queries.
- Secondarily, provide administrative and legal support in preparation and processing of legal documentation and information to meet Legal Services’ requirements as assigned by the City Solicitor where paralegals are acting as agents for the City before small claims court or administrative tribunals
SCHEDULE AND LOGISTICAL SUPPORT
- Coordinate and ensure daily itinerary is current, discuss priorities and maintain calendar, email, correspondence, and/or other related requests that require immediate attention on behalf of prosecutors in a timely and professional manner.
- Coordinate and organize meeting requests, events, public/staff attendance, or other related requests; book and arrange conference rooms, IT resources, travel arrangements, conference registration, accommodation, and refreshments or as required in support of a smooth and efficient meeting by minimizing scheduling conflicts.
- Identify conflict trials and early resolution meetings and arrange for out of town exchanges of prosecutors to deal with them.
- Create a yearly municipal court schedule and assign all prosecutors dates for their files.
- Understand and maintain confidentiality of the corporation in the provision of secondary support where paralegals acting as agents for the City.
- Manage and track timelines, limitation periods and deadlines for numerous steps in the prosecution process in the courts
- COMMUNICATION AND REPORTING
- Prepare and create correspondence, reports and presentations ensuring completed materials meet established deadlines and confidentiality.
- Manage communications professionally with all internal stakeholders, external paralegals and legal counsel, courts and tribunals; ensure that all stakeholders and witnesses receive notifications of upcoming court or tribunal matters.
- Prepare and create correspondence and reports ensuring completed materials meet established deadlines and confidentiality.
- Prepare and distribute Municipal court updates for each file in court every week
- Prepare and deliver notification to our Municipal clients of trial dates for attendance.
- Act as a communication channel for organizational notices and provide relevant information to staff to ensure effective communication of impending deadlines of assignments in a timely and efficient manner to meet goals and objectives as assigned by Attorney General.
- Understand, protect and maintain solicitor-client privilege of communications for which responsible and/or aware, in the provision of secondary support where paralegals acting as agents for the City.
- CUSTOMER SERVICE
- Take inquiries from stakeholders, external paralegals and legal counsel, court & tribunal staff, and the public regarding court and tribunal matters, prioritize requests & respond accordingly.
- Provide prompt and professional service within service expectations and accept service of various court and tribunal pleadings and documents.
- Build and maintain a relationship with stakeholder City departments to foster and support intra group coordination with stakeholders in the judicial process.
- CORPORATE CONTRIBUTION
- Conduct research using internal and external resources to gain insight of current program/processes and assist litigation counsel in ways to improve service solutions, and maintain best practices.
- Keep current on legal processes and changes in legal framework, City policies and practices, legislation, safety rules, regulations and standard operating procedures (SOPs).
- BUDGET SUPPPORT
- Coordinate and administer employee vacation planner, absence tracker, order office supplies, timesheet coordination, input bi-weekly union and non-union payroll entries, make adjustments, coordinate merit increases for approval, file, and respond to enquiries.
- Maintain unit records related to overall budget administration and monitor monthly financial reporting accounts for the section.
- Act as a conduit for the efficient flow of invoice processing for payment, in adherence with division processes and payroll processing guidelines, and vendor agreements.
- Use of effective resource and expense management at all times to meet corporate policies and guidelines.
TEAMWORK AND COOPERATION
- Participate in planning, coordinating and implementing department events as requested.
- Work well within diverse groups to achieve common goals and objectives to improve efficiency.
- Demonstrate corporate values at all times.
- Participate as a member of cross-functional team.
- Provide support/backup as necessary.
- CONFIDENTIALITY
- Handle sensitive information and understand and maintain the confidentiality of all privileged, personal or other information, which is the subject of a duty of confidentiality.
SELECTION CRITERIA:
EDUCATION:
Paralegal licence issued by the Law Society of Ontario or a Post-secondary Paralegal Diploma from an accredited college and is capable of being licensed by the Law Society of Ontario Experience in a municipal or Crown prosecutor’s office preferred;
REQUIRED EXPERIENCE:
2-3 years office administrative experience/ paralegal work or POA related experience.
OTHER SKILLS AND ASSETS:
Experience in litigation office an asset;- Experience in a public service setting an asset;
- Understanding of fundamental elements of prosecutions and applicable legislation;
- Understanding of fundamental elements of a litigation practice an asset;
- Practical knowledge of municipal government and applicable legislation; including council proceedings considered an asset;
- Strong Customer Service skills to handle enquiries and resolve issues in a professional and timely manner and ability to manage and direct calls in a prioritized manner;
- Detail oriented, well organized, and able to manage time and multi-task to accomplish a variety of tasks, sometimes with conflicting priorities and timelines;
- Good People management and organizational skills to interface with internal/external clients, court and tribunal staff, external legal counsel, witnesses, opposing parties and legal counsel Good Analytical skills for complex problem solving;
- Computer proficiency in Microsoft office/software
#L1-NR2
** Various tests and/or exams may be administered as part of the selection criteria.
Alternate formats will be provided upon request.
Interview: Our recruitment process will be completed with video conference technology.
As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available.
If this opportunity matches your interest and experience, please apply online by clicking the button above (quoting
reference #105170 by December 16, 2022 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.
As part of the application process, applicants will be invited to complete a self identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.
Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.
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