Contract and Issues Resolution Coordinator

Role Responsibilities

As the Contract and Issues Resolution Coordinator, this role requires a proactive and strong relationship builder. Depending on the issue or task, you will be working with outside contractors (transcribers and court reporters), Procurement, legal counsel within the ministry, Justices and their judicial assistants, Court Technology Services, colleagues at the Alberta Court of Justice, Court of King’s Bench, Court of Appeal of Alberta, as well as external clients such as Crown prosecutors, lawyers, and members of the public.
 

Reporting to the Manager of Transcript Management Services (TMS), Court and Justice Services division, and joining the TMS leadership team at the Calgary Courts Centre, you will play a key role in the following:

• Overseeing all contracts between TMS and outside professional transcribers who produce Alberta courtroom transcripts for clients. Currently, there are approximately 75 contracts in place and 150 typists in the available pool of resources to support a high annual volume of transcript production, totaling 21,000 to 24,000 new transcripts each year.
• Managing and administering contracts with outside, accredited court reporters. This resource pool provides court reporting services at high-profile Court of King’s Bench criminal trials across the province.
• Performing Expenditure Officer responsibilities such as reviewing and processing invoices submitted by pre-qualified contractors.
• Tracking and reporting on expenditures as part of overall budgeting by TMS and Alberta Justice on transcript production and court reporter services.
• Updating and maintaining the “universal transcript format” (UTF) manual on behalf of transcribers and the three levels of court in Alberta. This involves ensuring typists adhere to UTF requirements and consistently deliver high-quality, accurate transcripts which are a verbatim record of what was said in various legal proceedings.
• Navigating and resolving a wide range of potential issues or concerns communicated to TMS by clients, judiciary, colleagues, individual Albertans, and other stakeholders, in support of the transcript service delivery model.
• Reviewing and assigning incoming transcript orders through the online Transcripts Digital Services (“TDS”) platform. Note that this assists Audio Clerks when daily order volumes surge.
• Performing other operational duties as required.
   

As the ideal candidate, you will bring:

• The ability to adapt and thrive in a high workload, deadline-driven service unit with different tasks and assignments.
• A customer service orientation, responding with tact and professionalism to a wide variety of situations, including complaints.
• The ability to learn and absorb a considerable amount of information, while demonstrating attention to detail, time management, and organizational skills.
• Strong communication skills, especially the ability to write clear and concise emails.
• Advanced problem-solving skills, especially in     investigating and responding to client concerns.
• A team player attitude to work collaboratively with members of the TMS while managing your own workload.
• Flexibility and a positive attitude to ongoing operational pressure points which can vary within TMS from day to day.
   

Please click on this link to view the job description for this position.

Qualifications

Required: University graduation in a related field (e.g. Commerce, Business Administration, Legal/Justice Studies, etc.) plus 4 years of progressively responsible related experience in business and/or contract management or administration; or equivalent as described below.

Equivalency: Directly related education or experience considered on the basis of:

• 1 year of education for 1 year of experience; or
• 1 year of experience for 1 year of education.

Assets
Preference will be given to candidates with the following:

• Working knowledge of the Alberta Courts System.
•  A legal background, legal education and/or work experience.
• Working knowledge of Microsoft Office Applications, especially in Word and Excel.
• Proficiency in learning software applications is essential; working knowledge of JOIN (Justice Online Information Network), TDS (Transcripts Digital Service platform), CASES (used by the courts for civil cases), and For The Record (FTR) software applications employed in Alberta courts for recording, searching for and playing digital audio recordings.

All applicants must include a cover letter. Applications without a cover letter will not be considered. In your cover letter, please provide a brief overview (approximately 300-400 words) of how your experience aligns with the scope of this position. Cover letters will be assessed for grammar, spelling, and punctuation as part of the screening process.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. 
Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

Position Information:

• This is for one full-time, permanent position located at the Calgary Courts Centre. However, various locations across Alberta may be considered, depending on the successful candidate’s location.
• Hours of Work: 7.25 hours per day (36.25 hours per week), Monday to Friday. 
   

Final candidates will be required to undergo a security screening.
 

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in. 
 

Links and information on what the GoA have to offer to prospective employees.
 

• Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx
• Public Service Pension Plan (PSPP) - https://www.pspp.ca
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca
• Positive workplace culture and work-life balance
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement
• Leadership and mentorship programs