Provincial Offences Clerk
POSITION DESCRIPTION
Department: CAO's Office
Reports to: Manager of Provincial Offences
Effective Date: April 2007
Positions Supervised: 0
Revised Date: October 2026
POSITION SUMMARY:
The Provincial Offences Clerk is responsible for providing accurate processing of Part I, Part II and Part III charging documents in the Provincial Offences Court – Ontario Court of Justice. The POA Clerk maintains working relationships with judiciary, other court offices, general public, enforcement agencies and legal professionals. This role is responsible for processing fine payments and ensuring court records are updated accurately. This position is responsible for providing support for court sessions including the operation and recording of digital recording equipment, clerking (remote and in-person appearances) and court monitor functions.
PRINCIPAL RESPONSIBILITIES:
• Provide assistance and information to the public and stakeholders using various methods of communication (ie. Telephone, email and in-person)
• Perform preliminary review of forms and supporting document to ensure all pertinent information has been submitted and all rules, regulations and procedures are in compliance with the Provincial Offences Act
• Perform proficient entry of all Provincial Offences Act charges and related documents
• Maintain strong working relationships and work collaboratively with the judiciary, prosecution, Ministry of the Attorney General, Ministry of Transportation and Ontario Court of Justice
• Responsible for the daily clerical procedures relating to cash functions, data entry of POA documents, balancing daily cash receipts and preparing bank deposit
• Responsible for scheduling, clerking, monitoring and updating of court proceedings related to Provincial Offences
• Ensure proper protocol and operation of hybrid (remote and in-person) court operations, including preparing and distributing court docket, court set-up, communicating with defendants, prosecution and other stakeholders
• Schedule interpreters for court proceedings
• Receive, record and secure exhibits tendered as evidence in court proceedings
• Monitor divisional email and direct to the appropriate individual for response and follow-up action
• Under the direction of the Manager of Provincial Offences liase with the office of the Senior Regional Justice of the Peace, enforcement agencies, prosecution and legal professionals for the efficient scheduling of early resolution meetings, pretrials and trials as per the master court plan
• Provide services as a Commissioner of Oath for Provincial Offences Act related matters
• Liase with a third-party collection agency with a view for maximizing the collection of fines receivable
• Compile data from court proceedings to be used to prepare Court Utilization reports
• Performs other duties as assigned.
MINIMUM QUALIFICATIONS:
- Post-secondary education in a program such as court administration support, legal administration and/or demonstrated equivalent on-the-job experience
- Exceptional organizational and time management skills with the ability to multi-task and work in a fast-paced, high-pressure public and formal environment
- Ability to work well with staff, public and stakeholders to make all feel valued
- Working knowledge of Word, Excel, Outlook, Zoom, Court Administration Management System (CAMS) and Integrated Courts Offences Network (ICON)
- Ability to input data with proficient speed and accuracy
- An acceptable Criminal Record Check will be required.
COMPETENCIES FOR SUCCESS:
- Ability to demonstrate the required core and leadership competencies for this position in alignment with Oxford County’s competency framework.
- Core competencies include teamwork, communication, innovation, service excellence, accountability and integrity, and inclusivity.
WORKING CONDITIONS:
- Works in an office environment and courtroom setting
- Exposure to verbally abusive/difficult clients
- Occasional lifting of heavy boxes