Core Functions:
Under the general direction of the Director of Justice and Correctional Services and the immediate supervision of the Coordinator of Justice (Community/ Courts), the Receptionist/Secretary is responsible for greeting visitors and informing the appropriate justice personnel of their presence and carrying out various clerical tasks, including operating telephone and office equipment. The incumbent is also responsible for coordinating the usage of courtrooms and mediation and family conference rooms and providing support to court personnel and other groups utilizing the facility.
Functional Responsibilities:
• Answer the telephone, oversee incoming faxes and electronic inquiries received through the general electronic email of the organization and relay telephone calls, messages, faxes and electronic mails to the appropriate employee and/or department.
• Receive, record and distribute all incoming and outgoing mail and parcels according to established procedures regarding general and confidential information.
• Prepare and budget code all general invoiced for approval by the Director of Justice and Correctional Services.
• Order and keep an inventory of all office supplies.
• Assist in arranging travel schedules and reservation, code travel claims, get the appropriate approvals and send it to appropriate party.
• Assist in typing and formatting correspondence.
• Assist in compiling and preparing documents for presentations and meetings.
• Open and maintain office addresses and contact lists in Microsoft Outlook, rotary and card files.
• Support the Coordinator of Justice (Courts/Community) in regulating the inflow of clientele in secured areas of the facility during court sitting.
• Grant access to scores areas and direct visitors to the appropriate employee.
• Keep track and collect all security keys at the end of court sessions.
• Carry mail to airport, as necessary.
• Perform other related tasks as requested by the Coordinator of Justice (Courts/Community)/ Director of Justice and Correctional Services
Core Functions:
Under the general direction of the Director of Justice and Correctional Services and the immediate supervision of the Coordinator of Justice (Community/ Courts), the Receptionist/Secretary is responsible for greeting visitors and informing the appropriate justice personnel of their presence and carrying out various clerical tasks, including operating telephone and office equipment. The incumbent is also responsible for coordinating the usage of courtrooms and mediation and family conference rooms and providing support to court personnel and other groups utilizing the facility.
Functional Responsibilities:
• Answer the telephone, oversee incoming faxes and electronic inquiries received through the general electronic email of the organization and relay telephone calls, messages, faxes and electronic mails to the appropriate employee and/or department.
• Receive, record and distribute all incoming and outgoing mail and parcels according to established procedures regarding general and confidential information.
• Prepare and budget code all general invoiced for approval by the Director of Justice and Correctional Services.
• Order and keep an inventory of all office supplies.
• Assist in arranging travel schedules and reservation, code travel claims, get the appropriate approvals and send it to appropriate party.
• Assist in typing and formatting correspondence.
• Assist in compiling and preparing documents for presentations and meetings.
• Open and maintain office addresses and contact lists in Microsoft Outlook, rotary and card files.
• Support the Coordinator of Justice (Courts/Community) in regulating the inflow of clientele in secured areas of the facility during court sitting.
• Grant access to scores areas and direct visitors to the appropriate employee.
• Keep track and collect all security keys at the end of court sessions.
• Carry mail to airport, as necessary.
• Perform other related tasks as requested by the Coordinator of Justice (Courts/Community)/ Director of Justice and Correctional Services
Core Functions:
Under the general direction of the Director of Justice and Correctional Services and the immediate supervision of the Coordinator of Justice (Courts/Community), the Community Justice Officer is responsible for the administering of community justice programs. The position requires that the Community Justice Officer works in collaboration with communities, local justice panels/committees, court personnel, police, social service and health care professionals, CAVAC Workers, and a variety of other individuals and agencies on a regular basis.
Functional Responsibilities:
• Support the community justice programs in the community by planning, organizing and coordinating such programs.
• Act as a resource person in the community by providing information relative to the justice system and its administration.
• Evaluate and responds to client program related requests and referrals with appropriate information in a timely fashion.
• Promote the community justice programs in collaboration with the Coordinator of Justice (Courts/Community) and such agencies as the police force, the school board and the health board.
• Maintain confidential client records and records of decisions and ensure the security of the database and access to secure information provided by the Ministry of Justice.
• Submit quarterly community justice reports and records of decisions.
• Coordinate and facilitate Community Justice Panel/Committee meetings.
• Plan objectives and activities of the community justice services.
• Take minutes of Community Justice Panel/Committee meetings and documents sentencing decisions and agreements between parties.
• Provide technical and functional assistance to the Justice Department court personnel.
• Communicate to community members regarding all justice matters and concerns through public information sessions, written notices, radio broadcasts and local general assemblies.
• Ensure forms and paperwork are properly completed.
• Prepare quarterly work plans of activities and review progress with the Coordinator of Justice (Courts/Community).
• Develop programs locally in areas of diversion, alternative measures and prevention with Community Justice Panel/Committee, Community resource groups and the Coordinator of Program Development.
• Ensure all deadlines, reporting requirements and budgets are complied with for justice community-based projects.
• Help oversee the status of the local Justice facilities, including being available when facility alarm is triggered and to coordinate with Capital Works and Services Department and Coordinator of Justice (Courts/Community) for any necessary actions in response to any incidents involving the facility.
Administrative Responsibilities
• Perform other related tasks as requested by the Coordinator of Justice (Courts/Community)/ Director of Justice and Correctional Services.
The Office Agent is responsible for providing administrative support to their respective office. The incumbent assists in preparing correspondences and documentation for approval, maintaining files, arranging meetings and amenities, and screening calls.
Functional Responsibilities
• Screen, review, redirect incoming and outgoing correspondence.
• Greet visitors and direct them to the appropriate person or waiting area.
• Answer and coordinate responses to all administrative inquiries received by the office.
• Set up conference calls, makes conference room reservations and record meeting minutes.
• Manage the receiving and treatment of invoices. Coordination with employees, suppliers and Finance department.
• Coordinate the preparation of all quarterly and annual report.
• Follow-up with all employees, assemble documents, proofreading and coordination with graphical designer.
• Assist to various department meetings and write and review meeting minutes.
• Modify template letters by entering correct information.
• Compile information and assist with the preparation of kits as required.
• Arrange travel schedules and make reservations.
• Ensure adequate inventory of office supplies are available.
• Maintain a proper file management of office documents, paper and electronic.