Prosecutions Coordinator

City of Brampton•Union, NJ

6d•Onsite

About The Position

This position provides legal administrative support and maintains efficient operations for professional paralegal staff primarily acting as prosecutors. The role requires functioning in a legal prosecutors’ office, demonstrating judgment and independence to meet assigned requirements. The position supports both legal services requirements and corporate service standards, best practices, policies, and guidelines.

Requirements

Paralegal licence issued by the Law Society of Ontario or a Post-secondary Paralegal Diploma from an accredited college and is capable of being licensed by the Law Society of Ontario.
Experience in a municipal or Crown prosecutor’s office preferred.
Experience in litigation office an asset.
Experience in a public service setting an asset.
Understanding of fundamental elements of prosecutions and applicable legislation.
Understanding of fundamental elements of a litigation practice an asset.
Practical knowledge of municipal government and applicable legislation, including council proceedings considered an asset.
Strong Customer Service skills to handle inquiries and resolve issues professionally and timely, and ability to manage and direct calls in a prioritized manner.
Detail-oriented, well-organized, and able to manage time and multi-task to accomplish a variety of tasks, sometimes with conflicting priorities and timelines.
Good People management and organizational skills to interface with internal/external clients, court and tribunal staff, external legal counsel, witnesses, opposing parties, and legal counsel.
Good Analytical skills for complex problem solving.
Computer proficiency in Microsoft office/software.

Nice To Haves

Experience in a municipal or Crown prosecutor’s office.
Experience in litigation office.
Experience in a public service setting.
Understanding of fundamental elements of a litigation practice.
Practical knowledge of municipal government and applicable legislation, including council proceedings.

Responsibilities

Provide administrative and legal support in the preparation and processing of legal documentation and information for prosecutions, including preparing disclosure documentation, authorizing and preparing Notices of Motion, and preparing provincial offences court documentation.
Supervise and train paralegal co-op students.
Review and decide whether to accept Part I First adjournment requests from the defence, considering disclosure obligations, Charter challenges, and court availability.
Arrange for service and filing of documents with appropriate parties and offices of courts.
Process incoming and outgoing correspondence.
Review prosecution requests to determine the validity of charges before processing them.
Assign Municipal files to prosecutors and schedule Municipal matters, assigning court dates.
Attend court with prosecutors on Municipal files to provide court, witness, and prosecutor availability, and assist in updating Municipal files.
Prepare and arrange for the delivery of Summons to witnesses and identify witnesses required for trial.
Attend Early Resolution court where needed and return files to client departments where charges cannot be proven.
Update and maintain tickler systems and prosecution lists.
Assist in the preparation for prosecutions in accordance with deadlines where errors could have significant consequences for the administration of justice.
Complete accurate work within established timeframes and meet external deadlines under pressure.
Provide organized and proactive administrative assistance and program support for specific processes, projects, and events.
Secondarily, provide administrative and legal support for Legal Services’ requirements where paralegals act as agents for the City before small claims court or administrative tribunals.
Coordinate and ensure the daily itinerary is current, discuss priorities, and maintain calendars, email, and correspondence for prosecutors.
Coordinate and organize meeting requests, events, public/staff attendance, book conference rooms, IT resources, travel arrangements, and conference registration.
Identify conflict trials and early resolution meetings and arrange for out-of-town exchanges of prosecutors.
Create a yearly municipal court schedule and assign prosecutors dates for their files.
Manage and track timelines, limitation periods, and deadlines for numerous steps in the prosecution process.
Prepare and create correspondence, reports, and presentations.
Manage communications professionally with internal stakeholders, external paralegals and legal counsel, courts, and tribunals.
Prepare and distribute Municipal court updates weekly and deliver notifications to Municipal clients of trial dates.
Act as a communication channel for organizational notices and provide relevant information to staff.
Handle inquiries from stakeholders, external paralegals and legal counsel, court & tribunal staff, and the public regarding court and tribunal matters.
Provide prompt and professional service and accept service of various court and tribunal pleadings and documents.
Build and maintain relationships with stakeholder City departments.
Conduct research using internal and external resources to improve service solutions and maintain best practices.
Keep current on legal processes, changes in the legal framework, City policies, legislation, safety rules, regulations, and standard operating procedures.
Coordinate and administer employee vacation planners, absence trackers, order office supplies, timesheet coordination, input payroll entries, make adjustments, coordinate merit increases, file, and respond to inquiries.
Maintain unit records related to budget administration and monitor monthly financial reporting accounts.
Act as a conduit for efficient invoice processing for payment.
Use effective resource and expense management.
Participate in planning, coordinating, and implementing department events.
Work well within diverse groups to achieve common goals.
Demonstrate corporate values at all times.
Participate as a member of a cross-functional team.
Provide support/backup as necessary.
Handle sensitive information and maintain confidentiality of all privileged, personal, or other information subject to a duty of confidentiality.