Job Description

Amendment #1

Amendment Date: March 5, 2024

Please note changes in Job Title, Work Location and Posting Period.

Job ID: 43870

• Job Category: Legal Services
• Division & Section: Toronto Court Services, TO Court and Tribunal Operations
• Work Location: 40 Orchard View Blvd, 850 Coxwell Avenue & Various Locations
• Job Type & Duration: Full-time, Permanent
• Salary: $93,500.00-$119,274.00, TM2360, wage grade 6.5.
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Qualified List will be established to fill permanent and temporary positions.
• Number of Positions Open: 1
• Posting Period: 01-Mar-2024 to 19-Mar-2024

Job Summary:

Court Services is hiring a Supervisor Court and Tribunals to ensure the effective day-to-day operation of the Tribunals for which the division provides administrative and support services: Administrative Penalty Tribunal, Toronto Local Appeal Body, Multi-Tenant House Licencing Tribunal and the Toronto Licencing Tribunal.

The Supervisor Tribunals will oversee the business processing functions for appeals of decisions, which include: receiving and processing of appeals of decisions, updating and maintaining of records, scheduling of hearings, preparing notices and orders, preparing files for tribunal members and legal staff, requesting and paying interpreters, responding to inquiries through correspondence, in person, email or by phone and providing support to tribunal members during hearing/or mediation process (in person/hybrid).

Reports To:

Manager, Tribunal Operations (TM1375)

Supervises:

Various unionized jobs

Major Responsibilities:

• Implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encouraging innovation in others.
• Supervises the day-to-day operation of all assigned staff including the scheduling, assigning and reviewing of work. Authorizes and coordinates vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments, hears grievances and recommends disciplinary action when necessary.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Ensures work is carried out in accordance with regulations, City and divisional policies, and City by-laws accurately and in a timely manner.
• Prepares monthly payment of Tribunal members remuneration and submit to payroll within the timeline
• Co-ordinates business meetings for the Tribunal members and acts as Secretary. Responsibilities include preparing meeting documents, attending and recording meetings, advising on meeting procedures, organizing, scheduling, delegating and supervising staff.
• Schedules resources and activities based on workload, language requirements and monitors productivity and performance.
• Participates as a member of the management team that provides leadership, goal setting and proactive problem solving and make recommendations to assist the Manager in effective planning and service delivery including the development of policies standards.
• Handles day to day labour relation issues including the hearing of grievances and the imposition of discipline.
• Provides input to and monitors the office operating budget. Ensures adequate and appropriate office supplies and personal protective equipment are readily available, that equipment is maintained and operational and that the facility is properly and adequately resourced.
• Facilitates, builds and maintains optimum working relationships with various external and internal sectors/stakeholders including other City divisions, tribunal members, legal staff members, enforcement and other government agencies to formulate policies and strategies that impact the general public, businesses and other government agencies.
• Co-ordinates the preparation and distribution of Tribunal agendas, reports, decisions, minutes and correspondence. Ensure that all statistical reports and statements are prepared in an accurate and timely manner.
• Ensures that meetings and their records are open and meet requirements of legislation including the City of Toronto Act.
• Responds to inquiries escalated beyond the scope of front-line staff including information action requests from City Legal, Municipal Licensing and Standard Staff and Councillors, ensuring prompt courteous reply, including appropriate action and follow up. Reports any concerns, complaints or conflict of interest issues.
• Ensures all processes are in compliance with privacy legislation, policy and procedures i.e. Freedom of Information and Protection of Privacy Act/Municipal Freedom of Information and Protection of Privacy Act.
• Provides input into the development of key performance measurement indicators.
• Conducts performance reviews/appraisals.
• Educates staff on the unique qualities and responsibilities of working in a political environment with Elected Officials.
• Ensures compliance with applicable Union Collective Agreements, Occupational Health and Safety Act and regulations and all relative legislation to protect the safety of our employees and our communities. Ensures proactive approach to Health and Safety.
• Develops and implements customer service standards, fiscal management strategies, and effective operational plans to ensure delivery of quality service to efficiently and effectively meet customer service needs and requirements and achieve the Division mission and goals.
• Coordinates and actively participates in the hiring process including screening resumes, conducting interviews, checking references and offer of employment, and terminations as required.
• Participates in leadership team meetings with a view to sharing common concerns of Tribunal Operations teams in order to proactively problem-solve common issues and concerns
• Participates in special projects as required.

Key Qualifications: * Experience in court/mediation/arbitration and tribunal business administration and records management. Some of the experience must relate specifically to the actual responsibilities of this position.

• Experience with administrative office software (i.e. MS Office Suite, MS Office 365, Google Workspace etc.) and computerized record management systems, e.g. ICON, PTMS, IBMS, or other high volume processing software.
• Experience motivating, training, coaching and supervising staff in a service oriented, politically sensitive environment, including hiring, conducting performance evaluations and handling labour relations issues.
• Completed post-secondary education in a discipline pertinent to the job function, combined with relevant supervisory experience, or combination of education and experience.
• Knowledge of court/mediation/arbitration and tribunal and records management procedures and practices.
• Ability to communicate effectively and diplomatically with all levels of staff, public, Tribunal, elected officials and external agencies.
• Knowledge of legislation and regulations relating to court, tribunal and office administration (including Provincial Offences Act, Courts of Justice Act, Statutory Powers Procedure Act, Municipal by-laws, Municipal Freedom of Information and Protection of Privacy Act, Municipal Conflict of Interest Act, Occupational Health & Safety, etc.)
• Well organized with the ability to coordinate and manage workloads, deal with conflicting demands, and concentrate on work requirements under frequent pressure situations in order to meet all deadlines.
• Superior research, analytical, conflict resolution and problem solving skills, with the ability to develop and recommend effective solutions.
• Excellent written communication skills authoring effective procedures and correspondence etc. in a clear and consistent manner.
• Excellent oral communication, presentation, and interpersonal skills, exercising good judgment/discretion in dealing with confidential or sensitive matters and a demonstrated ability to develop and deliver presentations.
• Well-developed human relations and conflict resolution skills and the ability to promote effective teamwork.
• Ability to embrace, lead and adapt to technological advances.

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Accommodation

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