Administrative Support

Role Responsibilities

As the first point of contact in a busy court environment, the Administrative Support position plays an important role in keeping court operations organized, responsive, and running smoothly. Reporting to the Court Administration Manager, this role provides key administrative, financial, and court-related support to judicial clerks, senior staff, the judiciary, legal professionals, enforcement agencies, government partners, and members of the public. From managing court files and payments to responding to inquiries and supporting daily court processes, this position helps deliver accurate, professional, and timely service in support of Alberta’s justice system.

Key Responsibilities:

• Provide administrative support for court operations, including receiving, filing, processing, and distributing court documents such as subpoenas, summonses, affidavits, reports, tickets, Information’s, and victim impact statements.
• Enter, search, update, and retrieve information in court computer management systems with a high degree of accuracy.
• Support courtroom and counter services by responding to public, legal community, and internal inquiries in a professional and timely manner.
• Refer complex, sensitive, or specialized matters to the appropriate judicial clerk, senior judicial clerk, senior deputy clerk, manager, or supervisor.
• Perform reception and public counter duties, including answering telephone inquiries, providing court date and fine information, managing correspondence, and handling incoming and outgoing mail.
• Assist with financial transactions, including collecting and processing fines, restitution, bail, trust monies, fees, and other payments; issuing receipts; entering payments; balancing daily receipts; and processing disbursements according to accounting procedures and court orders.
• Prepare and maintain documentation, reports, minutes, agendas, correspondence, diary updates, photocopying, faxing, and general filing.
• Support the smooth administration of justice by ensuring records, documents, and information are accurate, complete, confidential, and distributed to the appropriate parties.
• Maintain professional conduct while working in a secure court environment and following established policies, procedures, and security requirements.

The Job Description is provided for Further details on this position. 

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

• Agility: Ability to anticipate, assess, and readily adapt to changing priorities, maintain resilience in times of uncertainty and effectively work in a changing environment.
• Drive for Results: Knowing what outcomes are important and maximizing resources to achieve results that are aligned with the goals of the organization, while maintaining accountability to each other and external stakeholders.
• Systems Thinking: Understanding how work impacts the work of others and team success, integrating broader context.

Qualifications

Minimum Recruitment Standards:

• Highschool Diploma and a minimum of two years of related administrative experience
• Equivalencies will be considered based on 1 year of experience for 1 year of education or 1 year of education for 1 year of experience

Knowledge & Skills:

• Working knowledge of the Judicial System; criminal code, criminal legislation, and provincial/municipal acts and regulations.
• Experience using applications such as, ORCA, JOIN, and MOVES.
• Previous knowledge of court processes, court dates, tickets, fines, subpoenas, affidavits and Informations
• Strong organizational skills and the ability to multi-task and handle high volumes of complex work.
• Strong time management skills, handling multiple tasks with competing priorities.
• Strong communication skills both verbally and written, with the ability to clearly explain information accurately to the public, legal professionals, and internal staff.
• Accuracy and attention to detail while dealing with court documents, data entry, financial transactions, and file management.
• Previous experience with judicial proceedings and court information systems considered an asset.
• Education relating to business administration, office administration, legal administration or related field considered an asset.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

Notes

This is a temporary full-time position (18 months), working 36.25 hours per week, Monday to Friday, 8:15am – 4:30pm, at the High Prairie Courthouse.

Selected candidates for this Administrative Support 4 role will be required to participate in an initial qualification interview. Candidates who are further shortlisted from this stage will then complete a secondary placement interview.

Candidates who qualify will be placed into the Administrative Support 3 and 4 Talent Pool and can be considered for future Administrative Support opportunities.

Final candidate(s) will be required to undergo a criminal records check (CRC).

As this position will be located and working out of High Prairie, it is eligible for the 55th to 57th parallels retention allowance.

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 we have to offer:

• Working for the Alberta Public Service.
• Public Service Pension Plan (PSPP) .
• Alberta Public Service Benefit Information.
• Professional learning and development.
• Research Alberta Public Service Careers tool.
• Positive workplace culture and work-life balance.