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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 Court Clerk Accounting Program JD Smithers Page 1 of 9 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: 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: 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; Court Clerk Accounting Program JD Smithers Page 2 of 9 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: 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 Court Clerk Accounting Program JD Smithers Page 3 of 9 3. 5% - Performs Pre-Court Duties: 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: 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: 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: 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; Court Clerk Accounting Program JD Smithers Page 4 of 9 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 Must have keyboarding skills (minimum 50 wpm) Must be able to use Word, Excel and Outlook; Must be able to access and use the Internet/Intranet; Successfully pass a criminal record review and police record check May be required to work overtime due to late court sittings and on short notice May be required to work in other areas of Court Services Must be able and willing to travel to remote communities as part of the circuit courts Working hours may be altered to fit a shift pattern within a regular work day TOOLS / EQUIPMENT Computers, Multi Function Devices, fax machine, Digital Audio Recording System, conference telephones, video conferencing equipment, calculators, debit machine, standard office equipment Working knowledge of televisions, video cassette recorders (VCRs) digital video disk (DVD)players, audio cassette players and CD copying equipment Will be using JUSTIN, CEIS, CAS Oracle, ARC and CTAS WORKING CONDITIONS Clients in the court system may be unpleasant, difficult, resistant, upset, dangerous and demanding. Added pressures can come from the Judiciary, Police, Defence and Crown Counsel in the form of requests. The Branch also deals with mental health patients, which can add additional stress in attempting to meet their needs. May be exposed to unpleasant or offensive evidence and materials. Will be exposed to clients that may have communicable diseases. Heightened risk of criminal activity due to cash handling. Travel and accommodation to remote locations. Court Clerk Accounting Program JD Smithers Page 5 of 9 WORK EXAMPLES 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. 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. If the daily data entry to ARC is not accurate, the daily reconciliations performed by a manager will take longer. Failure to have interpreter bookings completed each day could result in mistrials, or in court adjournments or delays. 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: Scheduling or next appearance errors could result in inconvenience and expense for witnesses, counsel, defendants, police and other court participants. Detainment of person requiring release from custody. Prisoner escort. 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. 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. If entry of cases into the case tracking system is not maintained accurately, matters could be missed and jurisdiction lost. If Stay of Proceedings are entered and not properly endorsed on the record of proceedings a wrongful arrest could result. Failing to fax information to Corrections Canada could result in a defendant being improperly classified and placed in an inappropriate prison environment. 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: Court Clerk Accounting Program JD Smithers Page 6 of 9 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 Court Clerk Accounting Program JD Smithers Page 7 of 9 STAFFING CRITERIA Grade 12 or equivalent preferably supplemented by courses in Business or Public Administration Combination of three years of clerical experience, education and/or training in a cashier/accounting environment Experience/training in keyboarding, data entry, word processing, internet and other standard compute applications Experience/training in control and security of public monies and accounting documents in a Court Services Environment preferred Completion of JUSTIN and CEIS training preferred RELATED QUALIFICATIONS: Knowledge: Judicial system, court functions and procedures and various statutes as they relate to court proceedings Ministry functions and practises Competent in use and understanding of the English language Personal computers (Word, Excel and Windows applications) and recording equipment Criminal Code and all Statues and Regulations relating to documentation of accused persons Supreme Court Rules, Criminal code of Canada, Motor Vehicle Act and Regulations, other pertinent statutes, regulations, instruction manuals, circulars and courtroom procedures 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 Routine office procedures, accounting procedures and office machines Financial policy manuals and the Financial Administration Act Court Services computerized systems (I,e, ARC, CAS, STAS, CEIS, JUSTIN) General government office practices Skills and Abilities: Embrace new technologies and respond effectively to changing conditions in the workplace Communicate and interact professionally with the judiciary, police, legal profession, public and other government agencies in an effective and proper manner Excellent verbal and written communication skills (public speaking, legible and concise writing) Secure information by listening effectively Learn and adapt quickly when facing new problems/challenges Work will in a multicultural environment, able to handle appropriately cultural, political and economic differences Follow instructions and adapt quickly to new procedures Use own initiative and exercise sound independent judgment Maintain a high level of accuracy Maintain strict confidentiality and impartiality at all times Meet strict deadlines and work under time constraints Possess strong organizational skills Effectively manage multiple and potentially conflicting priorities Work independently using own initiative and sound judgment with minimal supervision or direction Produce a high volume of work with speed, accuracy and attention to detail often under tight time constraints and with frequent interruptions Frequently lift lightweight objects (up to 20 lbs) and occasionally lift moderate weight objects (up to 40 lbs) e.g. files, Court Clerk Accounting Program JD Smithers Page 8 of 9 books, chairs, various courtroom equipment and exhibits 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 Must possess excellent analytical and communication skills to provide technical advice, direction and expertise on complex financial issues clearly and accurately 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 Ability to be responsible for large amounts of cash Provisos: Must have keyboarding skills (minimum 50 wpm) Successfully pass a criminal record review and police record check May be required to work overtime due to late court sittings and on short notice May be required to work in other areas of Court Services Travel is required which could include travel in adverse weather conditions Must be flexible with working hours, hours of work vary depending on operational demands Must be able and willing to travel to remote communities as part of the circuit courts Exposure to unpleasant dealings with upset public and clients 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 Page 9 of 9