Court Administration Specialist — Scheduling & Liaison

The Court Services Division of the Nova Scotia Department of Justice is dedicated to excellent service and the provision of fair and accessible administration of justice, including court administration and security. The Division provides administrative support to the courts listed: Nova Scotia Court of Appeal, Supreme Court of Nova Scotia (including Family Division), Provincial Court, Family Court, Small Claims Court, Probate Court, and Bankruptcy Court. The courts act independently from the government to address individual cases.

As the Court Officer (Administration), you may schedule court hearings held in all levels of Court, manage a caseload of files, and act as the liaison between the Court, and members of law enforcement agencies, the legal profession, and the public. You may also scrutinize documents and determine corrective measures where necessary. The incumbent will also perform quasi-judicial duties as assigned as a Staff Justice of the Peace appointed under the Justice of the Peace Act. You will perform your duties in accordance with, and as assigned under, the Court Officials Act.

Primary Accountabilities

The Court Administration responsibilities include:

• Schedule Court cases and respond to inquiries and information requests from the public.
• Prepare and distribute court orders and dockets.
• Document management, Exhibit control, statistical data collection, and general accounting.
• Scrutinize documents, apply relevant Acts, statutes, policies, procedures, and determine corrective measures where necessary.
• Review documents with self-represented parties, and provide legal information and referrals as required.
• Manage a caseload of files to ensure effective and efficient client service.
• Train and mentor new staff in day-to-day operational activities.
• Liaise with the Judiciary and legal profession and communicate with legal professionals and self-represented parties on behalf of the court.

You may be required to attend Court and perform Court-related functions.

Qualifications and Experience

The successful candidate must have two years of post-secondary education in a related discipline plus one-year related experience, ideally in a legal environment, or an acceptable equivalent. The successful candidate must also:

• Have experience and competency in keyboarding (combination of speed and accuracy), data entry and other standard computer applications including MS Office products.
• Possess excellent proofreading, spelling and grammar skills.
• Have superior organizational abilities and strong prioritization skills.
• Have excellent attention to detail.
• Have the ability to meet tight deadlines.
• Work independently and as part of a team.
• Have tact and discretion.
• Have general accounting skills, scheduling skills and/or interviewing and assessing skills.
• Demonstrate an understanding and knowledge of the Rules and Statutes that govern the courts as well as a sound working knowledge of legal documents, forms, court procedures and legal terminology.
• Demonstrate a high level of initiative and problem-solving abilities and readily accept responsibilities.

Errors can result in significant impacts for justice system participants. Be fair and impartial to all clients using a high degree of confidentiality while exercising your excellent interpersonal and communication skills, particularly listening skills, when dealing with difficult people in complex, sensitive and stressful situations.

We will assess the above qualifications using one or more of the following tools: written examination, typing test, standardized tests, oral presentations, interview(s), and reference checks. Training and/or experience in mediation and non-conflict resolution and bilingualism, with oral and written skills in English and French, would be considered assets.

Equivalency

Include, but not limited to:

• A 1-year certificate/diploma in a related discipline plus 2 years of related experience.
• 3 years of related experience with exposure to the justice system.

PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs.

Working Conditions

Normal work week is 35 hours/week, 7 hours/day (typically the hours are 8:30 AM to 4:30 PM, this may vary depending on operational needs). Your personal resiliency is essential to meet the emotional demands of this position. You may be immersed in high stress situations and encounter distraught and difficult individuals. Handling of some exhibits may be mentally or physically disconcerting.

Additional Information

This is a permanent employment opportunity. Candidates may be required to obtain training in Firearms Safety in relation to handling evidence and may be required to successfully complete the Nova Scotia Certified Transcribers qualification. This position will require an enhanced level of security screening for an external application. Some travel and overtime may be required.

What We Offer

Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career. Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies. Countless career paths.

Pay Grade: TE 18- TE 22
Salary Range: $2,046.28- $2,826.01 Bi-Weekly

Employment Equity Statement: Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

Accommodation Statement: We are committed to providing an inclusive and accessible recruitment process. Candidates may request accommodations based on any grounds protected by the Human Rights Act. If you require an accommodation throughout the recruitment process, please contact us at competitions@novascotia.ca.

This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU). If applying from outside a government office, employees must apply correctly via this link: Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued. External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit candidates.

PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information. If you are receiving a pension from the Nova Scotia Public Service Superannuation Plan (PSSP) or any related plans, you cannot receive pension payments while contributing to the same plan. If you accept a position that requires PSSP contributions, your pension payments must be stopped. Please contact the Nova Scotia Pension Services Corporation for more information.

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.