Supervisor Court Operations & Administration

JOB TITLE SUPERVISOR COURT OPERATIONS & ADMINISTRATION

DEPARTMENT LEGISLATIVE SERVICES

POSTING NUMBER 105333

NUMBER OF POSITIONS 1

JOB STATUS & DURATION Full Time Permanent

HOURS OF WORK 35-hour workweek

LOCATION 5 RAY LAWSON BLVD

SALARY GRADE 5

HIRING SALARY RANGE $84,403.00 - $ 94,954.00 per annum

MAXIMUM OF SALARY RANGE $105,504.00 per annum

JOB TYPE Management and Administration

POSTING DATE April 14, 2023

CLOSING DATE April 28, 2023

AREA OF RESPONSIBILITY

Reporting to the Manager, Court Administration, coordinate the daily operation and administration of the Courthouse by providing leadership, supervision, and coordination of Court staff. Act as a key source of contact to ensure unit, function and/or defined program meet operational needs and corporate service standards.

OPERATION SUPPORT

• Liaise with Defaulted Fines Control Centre in relation to licence suspension and plate denials.
• Work in conjunction with the Judiciary, members of the legal profession, Peel Regional Police and other enforcement agencies, the Ministry of the Attorney General and the provincial agencies to co-ordinate daily operation of the Court.
• Exercise related delegated statutory signing authority.
• Liaison with the Province of Ontario for updating of security levels for individual office employees on ICON computer.
• Liaise on a continuous basis with the Judiciary, members of the legal profession, Peel Regional Police and other enforcement agencies and the Ministry of the Attorney General, Crown Attorney’s Office, and other provincial agencies.
• Supervise and provide support to Court staff to meet operational needs and corporate service standards.
• Review and perform time entry functions.
• Coordinate daily operations of the court including scheduling of staff, effectively monitoring resources and related responsibilities.
• Supervise and monitor the quality-of-service delivery, work processes and conditions to meet operational needs.
• Oversee the exhibits management for all court filed exhibits.
• Oversee the production of transcripts including performing audits.
• Administration of Court office as well as off-site office.
• Payment of invoices.
• Oversee trial coordination to attain effective utilization of court resources.
• Ensure the prompt and correct implementation of legislated guidelines, court rules, etc. adjusting office processes and workflow as necessary.
• Order and maintain supplies and court related forms and ticket books.
• Prepare bank deposits and perform daily and month end reconciliation.
• Maintain files and confidential records to ensure corporate compliance.
• Update court master plan.
• Liaise on a continuous basis with Collections staff on fine administration processes as they impact the collection process.

STAFF SUPERVISION

• Supervise staff, prioritize, and organize daily work direction to meet operational needs.
• Participate in recruitment and hiring process as required to meet operational needs.
• Assess and monitor performance and discipline as required to meet operational needs.
• Coach, mentor and provide guidance as required to meet operational needs.

CUSTOMER SERVICE

• Build and maintain a relationship with cross-functional departments, team and management to ensure a thorough understanding of operational needs.
• Act as a key source of contact, provide guidance, advice and support to ensure issues and enquiries are handled to meet corporate service standards. Escalate complex issues to appropriate level for resolution.

COMMUNICATION AND REPORTING

• Provide management with updates and status on issues or concerns relating to unit or function as required to meet operational needs.
• Maintain open communication with management through both verbal and written reports.
• Prepare management reports, presentations, and general ad hoc information as required accurately by established timelines.
• Monitor Q-matic customer service system and change priorities as necessary to ensure customer service levels are met and prepare statistical reports.

CORPORATE CONTRIBUTION

• Maintain knowledge of collective agreements, City policies and practices, legislation, regulations and Standard Operating Procedures (SOPs).
• Develop and implement new tools, training manuals, templates and methods for the continual improvement and efficiency of practices and processes.
• Identify deficiencies based on resources and make recommendations to management for effective decision-making.
• Conduct research using internal and external resources to gain insight of market trends, current programs, processes, and practices to support management and recommend ways to improve business processes, service solutions and best practices.

BUDGET SUPPORT

• Ensure purchasing policies and practices are followed to meet management approval.
• Use of effective resource and expense management always to meet corporate policies and guidelines.
• Provide input on forecasting and variances for defined program.

TEAMWORK AND COOPERATION

• Performing other related duties as required
• Work well within diverse groups in support of operational goals and objectives.
• Provide support/backup as necessary.
• Participate as a member of cross-functional team.
• Always demonstrate corporate values.

SELECTION CRITERIA

EDUCATION

• Post-secondary degree or diploma in Business Administration or equivalent in related field.

REQUIRED EXPERIENCE

• 3-5 years Court Administration experience with effective supervisory skills. Experience in both public and/or unionized environment is an asset.

OTHER SKILLS AND ASSETS

• Practical Knowledge of Municipal, Regional, Provincial and Federal Governments and applicable Legislations is an asset.
• Exceptional Communication skills along with superior report writing skills.
• Strong Organizational skills Detail oriented, well organized, and able to prioritize multiple complex tasks and activities meeting conflicting priorities and timelines.
• Computer proficiency in Microsoft office/software and ICON computer
• Various tests and/or exams may be administered as part of the selection criteria.
• Knowledge of legislation and processes related to Court Operation and Administration matters.
• Strong Customer Service and People Management skills; Interface with internal and external customers resolve issues to meet corporate service standards.

Alternate formats will be provided upon request.

Interview Our recruitment process may 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 #105333 by April 28, 2023 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.