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POSITION DESCRIPTION
Ministry of Justice
POSITION TITLE:
Registry/Court/Accounting Clerk
DIVISION:
(e.g., Division, Region, Department)
Court Administration,
UNIT:
(e.g., Branch, Area, District)
Court Services Branch, Northern District
APPROVED CLASSIFICATION
SUPERVISOR’S TITLE:
Court Clerk R11
Manager
SUPERVISOR’S CLASSIFICATION:
Applied Leadership
POSITION
NUMBER(S):
LOCATION:
CLASS CODE
POSITION
NUMBER
PHONE NUMBER:
00014662
Smithers
14662
00011106
PROGRAM
The Ministry of Justice is responsible for the administration of justice in the Province of British Columbia. Court Services
is a branch of the Ministry of Justice, responsible for providing the administrative and technical support services and
performs quasi-judicial functions necessary to ensure that cases can proceed through the Courts of British Columbia.
Smithers Law Courts provides support for all Criminal and Civil proceedings at the Provincial and Supreme Court levels.
PURPOSE OF POSITION
To provide accounting services related to Courts Trust and Revenue, budget, accounts payable, petty cash, Crown
witness payments, transcript requests and tape management, interpreter scheduling and payments. This position is also
responsible for providing court clerk technical and administrative support to all types of Court proceedings including video
appearances. Also to provide CEIS and JUSTIN data input and production of documents. Service Orientation through
telephone and counter service duties.
NATURE OF WORK AND POSITION LINKS
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This position reports to the Manager, performs accounting, cashiering, data entry, administrative and counter service
duties. This position also provides court clerk/recorder technical and administrative support to all types of Court
proceedings.
To accomplish this, the position must establish and maintain links through a variety of justice partners, including:
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Provincial and Supreme judiciary and judicial support staff, trial coordinators, Crown Counsel, lawyers, Court Service
Branch staff, Registry Managers, Sheriffs, Victim Services personnel, Probation, Corrections, RCMP, other justice
system personnel. Government agencies and the public to provide effective and timely services to court sittings and
registry services.
Criminal Justice Branch regarding payment of Crown witnesses
Witnesses to provide payment of Crown witnesses
Corrections Branch regarding Warrants of Committal, warrants remanding and video appearances
Insurance corporation of British Columbia regarding traffic matters
Court Services Headquarters analysts and managers, Ministry central agencies concerning government policies and
procedures and financial management
Information Technology Services Division (ITSD) concerning security and access
Finance and Administration Division within the Ministry on financial policy and procedures
Provincial and Supreme Court Trial Coordinators regarding requirements of exhibits for court proceedings and case
disposition and Provincial and Supreme court hearings
Sheriffs regarding in-court proceedings and security and the delivery of in custody documents
Judges, Masters and Registrars providing support in the courtroom and providing services as required before and
after court
Crown Counsel, lawyers in private practice, self-represented litigants, accused persons, victims of crime, police and
enforcement agencies, media and members of the public regarding exhibit access and return, and in-court
proceedings
In-Court Technologies staff regarding recorded media and applicable documentation on court proceedings
Police agencies, Corrections, BC Review Board, Security Programs Division, ICBC, Victim Services, Canada
Immigration concerning the record of the court Department of Fisheries and Oceans, Municipality of Williams Lake,
Ministry of Family and Child Services, First Nations Bands and agencies.
SPECIFIC ACCOUNTABILITIES / DELIVERABLES
1. 45% - Maintains Control and Security of Public Monies and Accounting Documents in Accordance with the
Financial Administration Act, Core Policy Manual, Financial Operations Manual and Applicable Legislation:
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Receives and processes all accounts receivable, revenue and trust monies in the Accounts Receivable and
Collection System (ARC) or the Court Trust Accounting System (CTAS)
Operates a computerized cash register system (ARC) and debit card machine
Verifies, updates and performs adjustments on ARC
Issues refunds, receipts for payments from police and general public; records foreign fines paid at Motor Vehicle
Branch and other court locations;
Ensures cash, cheques, negotiable instruments, keys and controlled documents are kept secure;
Records incoming cheques and monies received through postal and courier in mail log
Prepares deposits to revenue and trust accounts on a daily basis and delivers to bank;
Balances all funds on hand verifies it to be the same as the total amount of receipts
Prepares cheques for signing authorities for payment out of trust monies
Prepares revenue report and closes off at month end;
Records transactions on source and batch documents;
Process revenue refund requests
Identifies and transmits interest-bearing funds and funds held over two years to Finance and Administration Trust and
Banking
Obtains spending and payment authority signatures;
Updates ARC system with dispositions and current information on clients for revenue collection;
Processes monies received from RCMP for bail monies;
Processing bail refund requests, checking for conclusion of all related files, bail assignments, forfeiture of bail;
Completes the monthly trust reconciliation balancing with complete accuracy
Ensures the daily safeguard and secure control of monies, funds, cheques, money orders and cash floats;
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Trains and provides staff training to ensure technical and administrative procedures are carried out in accordance
with rules, related enactments and policies, ensures continuous training on new policies and procedures for the backup cashier;
Completes account status exception report and enters write-offs on ARC upon receiving approval from Victoria; and
takes necessary action as requested for FOM 801 and 802 letters
Completes ADM001 – computerized spreadsheet of Court revenue on a daily basis;
Monitors payments and commences follow-up action for outstanding examination room rentals, restitution and
hearing fees;
Maintains all records for audit purposes;
Retains and pays interpreters for court;
Pays Crown witness expenses;
Processes payment for invoices for goods/services received through CAS Oracle;
Prepares deposit forms ensuring all Trust funds held over 2 years are forwarded to Victoria;
Preparation of Deposit forms for transmission of funds to financial headquarters according to supreme court rules,
ensuring all interest bearing funds are identified and deposited accordingly, attaching correct documentation;
Completes statutory declarations and forms of Indemnity as and when required;
Prepares deposit slips for US cheques and ensures exchange is recorded accurately;
Prepares accounting statements, reports and correspondence as required;
Calculates fees and prepares Video Conference invoices, prepares Journal Vouchers, monitors payments and
provides follow-up action if required
Accepts foreign fine payments and contacts original registry with receipt number if applicable;
Contacts the bank in regards to discrepancies, errors or omissions on Trust and Revenue Account;
Contacts the Ministry of Finance in regards to discrepancies on Revenue print-outs;
Ensures that all funds and records are stored securely;
Stays current on changes to policies and procedures via the intranet with respect to Financial Operations Policy and
Procedures, Chart of Accounts, financial procedures, Finance and Administration bulletins, Financial Systems User
Manual, Interpreter Manual and related regional and local directives;
Prepares statistical reports;
Enters all new receivables fines and payments on the ARC system;
Batches all ARC entries at the end of each day to balance against the systems total;
Reconciliation and replenishment of Witness Imprest account;
Reconciliation and replenishment of Petty Cash Imprest Account;
Balances the Client Master listing in conjunction with the Receivables Report at month end, against the Daily Case
Changes “Brought Forward” total;
Responsible for a $400 petty cash float and a $5,000 Witness Imprest Account. Ensuring funds are spent in
accordance with policy, reconciled and replenished as required
2. 15% - Provides Administrative and Counter Services to Clients and performs desk duties by:
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Reviews, accepts and processes a variety of court documents;
Responds to inquiries from justice system partners and users, and the general public and provides procedural,
statutory requirements and other court related information;
Understands the appropriateness of what documents and information can be released to the public, media and other
users according to the established access provisions;
Ensures interpreters are ordered according to policy and makes booking and travel arrangements for interpreters;
Monitors quality control of interpreting services by liaison with court clerks and reports any concerns or issues to the
supervisor;
Completes the Interpreter request form with the appropriate information and submits to payment authority for
signature and approval – provincial and federal
data entry in both Justin and ARC, in particular fielding inquires related to Traffic Court
Manage interpreter services for Court Services by obtaining, contacting, and arranging various interpreters speaking
various languages to appear in court for various parties. Arrangements include providing court information, travel
arrangements, accommodations. Completing Interpreter Payment forms, calculating fees, obtaining signatures and
processing for payment as required;
Prepare and process for delivery, all transcript requests
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3. 5% - Performs Pre-Court Duties:
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Prepares courtroom;
Checks and tests recording devices;
Puts in place and tests video equipment;
Reviews files for court, obtains other documents required for court;
Ensures that exhibits required are in the file or have been signed out from the exhibit clerk;
Confirms and coordinates attendance of all parties;
Copies and distributes court lists
Reports to the adjudicator prior to court commencing to receive pre-trial instructions and deliver relevant court
material;
Organizes and sets up for traffic court, ensuring the files are on site and in order, the video equipment is set up
for the sitting JJP, ensures that the courtroom and files are organized and ready
4. 15% - Provides In-Court Duties:
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Operates recording equipment, video conferencing and teleconferencing equipment, monitors and logs the court
proceedings;
Opens court, calls the cases, reads the charges, takes pleas, takes re-elections, administers oaths or
affirmations;
Marks, logs and secures all exhibits entered into court proceedings
Ensures all DARS procedures are followed;
Ensures that Outlook is open and a flag is set for incoming mail/messages from the court registry;
Provides the court with information from the files as and when requested;
In emergency evacuation situations and in absence of a sheriff, takes charge of the courtroom, seeing that all
occupants are properly directed to evacuate the building;
Advices the JCM/TC of the status of court proceedings;
Endorses indictments and completes the Record of Proceedings
Clerks jury selection, administers oaths and affirmations to the jurors, takes and records a verdict
5. 5% - Performs Post-Court Duties:
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Tidies the courtroom
Secures the courtroom
Secures exhibits
Cancels warrants
Accurately completes and purges files
Notifies registry of requirements for Interpreters;
Performs any follow-up requirements on files coming out of court
JUSTIN data entry
CEIS data entry both provincial and supreme
6. 15% - Performs Other Related Duties by:
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Acts as Commissioner for Taking Affidavits by administering oaths, affidavits and affirmations;
Reads people into Probation Orders, Fine Orders, Prohibition Orders;
Responsible for preparing files for off-site storage, maintaining the off-site storage listing and retrieving files from offsite storage;
Assists with other positions of the Court Registry when directed by Administrator or Supervisor;
Performs routine office duties, such as filing, photocopying, typing, faxing and operating other office equipment;
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FINANCIAL RESPONSIBILITY
Responsible for a $400 Petty Cash Float, $50 Cash Float and $5,000 Witness Imprest Account.
Collection of fees and receivables for both Revenue and Trust monies and all funds paid into court. To be accountable
for the deposit amount of trust funds balancing to the receipted amounts. Accountable for the monies receipted on
revenue funds to be balanced and confirmed for Headquarters.
DIRECT SUPERVISION (i.e., responsibility for signing the employee appraisal form)
# of Regular FTE’s
Role
# of Auxiliary FTE’s
Directly supervises staff
Supervises staff through subordinate supervisors
PROJECT /TEAM LEADERSHIP OR TRAINING (Check the appropriate boxes)
Role
# of FTE’s
# of FTE’s
Role
Supervises students or volunteers
Provides formal training to other staff
Lead project teams
Assigns, monitors and examines the work of staff
SPECIAL REQUIREMENTS
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Must have keyboarding skills (minimum 50 wpm)
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Must be able to use Word, Excel and Outlook;
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Must be able to access and use the Internet/Intranet;
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Successfully pass a criminal record review and police record check
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May be required to work overtime due to late court sittings and on short notice
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May be required to work in other areas of Court Services
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Must be able and willing to travel to remote communities as part of the circuit courts
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Working hours may be altered to fit a shift pattern within a regular work day
TOOLS / EQUIPMENT
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Computers, Multi Function Devices, fax machine, Digital Audio Recording System, conference telephones, video
conferencing equipment, calculators, debit machine, standard office equipment
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Working knowledge of televisions, video cassette recorders (VCRs) digital video disk (DVD)players, audio cassette
players and CD copying equipment
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Will be using JUSTIN, CEIS, CAS Oracle, ARC and CTAS
WORKING CONDITIONS
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Clients in the court system may be unpleasant, difficult, resistant, upset, dangerous and demanding.
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Added pressures can come from the Judiciary, Police, Defence and Crown Counsel in the form of requests.
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The Branch also deals with mental health patients, which can add additional stress in attempting to meet their needs.
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May be exposed to unpleasant or offensive evidence and materials.
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Will be exposed to clients that may have communicable diseases.
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Heightened risk of criminal activity due to cash handling.
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Travel and accommodation to remote locations.
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WORK EXAMPLES
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If fine payment records are not managed accurately, it could affect access for renewal of an offender's drivers licence
or result in an accused being held in-custody longer than necessary and could result in legal action being taken
against the Ministry of Attorney General.
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If bail assignment procedures are not explained clearly to the individual paying the bail for an accused, it could result
in financial loss for the individual when he/she tries to claim back the bail monies without a bail assignment form being
completed.
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If the daily data entry to ARC is not accurate, the daily reconciliations performed by a manager will take longer.
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Failure to have interpreter bookings completed each day could result in mistrials, or in court adjournments or delays.
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Failure to know and properly monitor the terms and conditions of the interpreter’s contract could result in minimizing
interpreter costs.
The impact of not carrying out duties are:
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Scheduling or next appearance errors could result in inconvenience and expense for witnesses, counsel, defendants,
police and other court participants.
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Detainment of person requiring release from custody.
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Prisoner escort.
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If the wrong action or no action is taken on a case file due to errors or omissions made in the court clerks notes or
ROP endorsements could have a warrant issued in error, or not cancelled resulting in a false arrest and legal action
against the Ministry of Attorney General.
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Failure to identify and register Protection Orders and Firearms Orders could result in a breach of public safety and
legal action against the Ministry of Attorney General.
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If entry of cases into the case tracking system is not maintained accurately, matters could be missed and jurisdiction
lost.
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If Stay of Proceedings are entered and not properly endorsed on the record of proceedings a wrongful arrest could
result.
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Failing to fax information to Corrections Canada could result in a defendant being improperly classified and placed in
an inappropriate prison environment.
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If dispositions are entered incorrectly, accused criminal records will not be accurate and will result in police
complaints, public at risk, criminal record checks will be inaccurate which could result in job loss and legal action
being taken against the Ministry of Attorney General.
COMMENTS
PREPARED BY
NAME:
DATE:
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EXCLUDED MANAGER AUTHORIZATION
I confirm that:
1. the accountabilities / deliverables were assigned to this position effective: (Date).
2. the information in this position description reflects the actual work performed.
3. a copy has / will be provided to the incumbent(s).
NAME:
SIGNATURE:
DATE:
ORGANIZATION CHART
Manager, Smithers, Applied Leadership, #00011106
Combo Court Clerk/Accounting Clerk, Court Clerk R11, #00014662
Administrator, Registry Operations, AO 21, #00011107
Registry Technician, AO R14, #00015024
Court Clerk, Court Clerk R11, #00014578
Court Clerk, Court Clerk R11, #00015619
Court Clerk, Court Clerk R11, #00015830
Court Clerk, Court Clerk R11, Auxiliary, #00016650
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STAFFING CRITERIA
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Grade 12 or equivalent preferably supplemented by courses in Business or Public Administration
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Combination of three years of clerical experience, education and/or training in a cashier/accounting environment
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Experience/training in keyboarding, data entry, word processing, internet and other standard compute applications
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Experience/training in control and security of public monies and accounting documents in a Court Services
Environment preferred
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Completion of JUSTIN and CEIS training preferred
RELATED QUALIFICATIONS:
Knowledge:
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Judicial system, court functions and procedures and various statutes as they relate to court proceedings
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Ministry functions and practises
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Competent in use and understanding of the English language
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Personal computers (Word, Excel and Windows applications) and recording equipment
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Criminal Code and all Statues and Regulations relating to documentation of accused persons
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Supreme Court Rules, Criminal code of Canada, Motor Vehicle Act and Regulations, other pertinent statutes,
regulations, instruction manuals, circulars and courtroom procedures
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Must be prepared to successfully complete court clerks training programs and possible further training programs as
continuing study is required to maintain and update technical knowledge
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Routine office procedures, accounting procedures and office machines
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Financial policy manuals and the Financial Administration Act
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Court Services computerized systems (I,e, ARC, CAS, STAS, CEIS, JUSTIN)
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General government office practices
Skills and Abilities:
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Embrace new technologies and respond effectively to changing conditions in the workplace
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Communicate and interact professionally with the judiciary, police, legal profession, public and other government
agencies in an effective and proper manner
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Excellent verbal and written communication skills (public speaking, legible and concise writing)
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Secure information by listening effectively
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Learn and adapt quickly when facing new problems/challenges
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Work will in a multicultural environment, able to handle appropriately cultural, political and economic differences
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Follow instructions and adapt quickly to new procedures
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Use own initiative and exercise sound independent judgment
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Maintain a high level of accuracy
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Maintain strict confidentiality and impartiality at all times
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Meet strict deadlines and work under time constraints
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Possess strong organizational skills
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Effectively manage multiple and potentially conflicting priorities
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Work independently using own initiative and sound judgment with minimal supervision or direction
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Produce a high volume of work with speed, accuracy and attention to detail often under tight time constraints and with
frequent interruptions
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Frequently lift lightweight objects (up to 20 lbs) and occasionally lift moderate weight objects (up to 40 lbs) e.g. files,
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books, chairs, various courtroom equipment and exhibits
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Operate various machines and equipment such as telephones, facsimile machines, VCR, DVD, calculators,
photocopiers, tape recorders, digital recording devices, scanners, video, personal computers and other equipment as
and when introduced to the work environment
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Must possess excellent analytical and communication skills to provide technical advice, direction and expertise on
complex financial issues clearly and accurately
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Demonstrated ability to interpret and monitor compliance with financial policies and procedures; accurately enter,
retrieve and modify information from a variety of sources into a number of different computer programs
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Ability to be responsible for large amounts of cash
Provisos:
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Must have keyboarding skills (minimum 50 wpm)
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Successfully pass a criminal record review and police record check
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May be required to work overtime due to late court sittings and on short notice
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May be required to work in other areas of Court Services
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Travel is required which could include travel in adverse weather conditions
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Must be flexible with working hours, hours of work vary depending on operational demands
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Must be able and willing to travel to remote communities as part of the circuit courts
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Exposure to unpleasant dealings with upset public and clients
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Holder of a valid BC Driver’s licence
COMPETENCIES
Core Competencies:
Results Orientation
Organizational Awareness
Initiative
Relationship Building
Teamwork and Cooperation
Service Orientation
Court Clerk Accounting Program JD Smithers
Job Specific Competencies:
Planning, Organizing and Coordinating
Listening Understanding and Responding
Flexibility
Information Seeking
Self Confidence
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