iCase Assistant / Records Clerk

Important messages

When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies. As positions become available, applicants who meet the qualifications may be contacted for further assessment.

Please note that candidates must submit an application on the Public Service Jobs website at www.canada.ca/government-jobs. If you are unable to submit online, please contact Natalie Crouch at .

Please note the following streams:
Stream 1 – iCase Assistant
Stream 2 – Records Clerk

Work environment

The Public Prosecution Service of Canada (PPSC) is a federal government organization responsible for the prosecution of criminal offenses under federal jurisdiction. Our organization consists of approximately 1000 employees in regional offices across the country who all play a key role in strengthening Canada’s criminal justice system.

The Ontario Regional Office (ORO) is responsible for federal prosecutions in southern and southwestern Ontario, from Windsor in the west to Trenton in the east, and northward to Georgian Bay and the districts encompassing Barrie, Lindsay, and Peterborough. The regional headquarters is located in Toronto, with local offices in Brampton, Kitchener, and London.

As an iCase Assistant at the PPSC in either Brampton or Toronto, you would be responsible for providing database maintenance and administrative support services. You will open GCDOC’s files for cases including information such as the accused name and charges. You will also prepare and maintain paper files by assembling files, including required forms, and closing files at the end of a case.

Records Clerk positions are located at our Brampton office. As a Records Clerk, you provide and coordinate information holdings and records management for the Brampton Office. Daily tasks include opening and closing court files in GCDOCS, assisting iCase clerks with weekly court file opening, and recording court files into the computer by scanning into the file management system (GCDOCS). You will also be responsible for filing all court files on a moving file shelf system and transferring files to carts, tables, banker boxes, bins, and returning files to shelves.

If you are interested in criminal law and enjoy working in a fast paced environment then come join our team!

Intent of the process

A pool of qualified candidates may be established from this process and may be used to staff similar positions at Public Prosecution Service of Canada in the Ontario Regional Office, with varying tenures (such as indeterminate, specified period), and with various security requirements (Reliability, Secret) according to the position to be staffed.

In the event that an employee of the public service is qualified through this process, and there is a temporary need, he/she may be considered for acting or assignment/secondment opportunities. The approval of his/her substantive supervisor will be required before an acting/assignment/secondment is offered.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

Education
- A secondary school diploma or an acceptable combination of education, training, and/or experience.

Degree equivalency

Experience
Stream 1 & 2 – iCase Assistant and Records Clerk
- Experience providing administrative support in an office environment.
- Experience using an information management system (such as iCase or GCDOCs).
- Experience using Microsoft Office Suite (including Word and Excel).

Stream 2 only – Records Clerk
- Experience working in a records and information management environment.

If you possess any of the following, your application must also clearly explain how you meet it (other qualifications)

Asset Qualifications
Stream 1 & 2 – iCase Assistant and Records Clerk
- Experience working in a legal environment.
- Experience working with iCase and GCDocs.
- Experience using Microsoft Outlook.
- Knowledge of legal terminology.

Stream 2 only – Records Clerk
- Experience providing advice and guidance to management in the area of information holdings and records management.
- Experience using filing systems.
- Knowledge of policy and guidelines of the Treasury Board related to Information Management in the Government of Canada.

Organizational Needs
The organization is committed to establishing and maintaining a representative workforce. Qualified applicants who self-declare as members of a visible minority group, Aboriginal peoples, persons with disabilities and women may be selected for appointment to fulfill organizational needs.

Operational Requirements
Stream 1 & 2 – iCase Assistant and Records Clerk
- Ability and willingness to work outside normal working hours which may include working evenings, nights and weekends based on operational needs.

Stream 1 Only – iCase Assistant
- Ability to lift heavy boxes (approximately 25 Ibs).

The following will be applied / assessed at a later date (essential for the job)

English essential

Information on language requirements

Abilities
Stream 1 & 2 – iCase Assistant and Records Clerk
- Ability to communicate effectively in writing.
- Ability to communicate effectively orally.
- Ability to set priorities and meet deadlines.
- Ability to analyze and interpret information.

Stream 2 only – Records Clerk
- Ability to work under pressure.
- Ability to file quickly and accurately elements alphabetically, numerically and chronologically.

Personal Suitabilities
- Effective Interpersonal Skills
- Client Service Orientation
- Reliability
- Initiative
- Judgement
- Attention to detail

Conditions of employment

Stream 1 & 2 – iCase Assistant and Records Clerk
- Secret Security Clearance

Stream 2 Only – Records Clerk
- Ability to lift heavy boxes weighing up to 35 Ibs on a daily basis.

Other information

A written examination may be administered.

An interview may be administered.

A simulation/situational exercise/role play may be used for assessment.

Reference checks may be sought.

Other sources of information (such as performance agreements, work samples, board member knowledge, etc.) may be used to assess the criteria identified on the Statement of Merit Criteria.

Random selection and/or top-down selection may be used at any time during the process to identify which applicants will be further assessed.

Selection board members may consider any information obtained throughout the selection process to assess the criteria identified on the Statement of Merit Criteria.

Acknowledgment of receipt of applications will not be sent; we will contact candidates when the screening process is completed.

Please ensure that your Personal Record Identifier (PRI) is included in your application if you have one.

Persons are entitled to participate in the appointment process in the official language of their choice. Applicants are asked to indicate their preferred official language in their application

Candidates MUST meet each ESSENTIAL qualification and conditions of employment to be appointed to a position, and MAY be required to meet any/all ASSET qualifications, operational requirements and/or organizational needs, depending on the requirements of the specific position being staffed. Management may choose to use one or more Asset Qualifications at the pre-screening stage to determine the number of applicants who will advance to the following stage of the selection process.

Appointment decisions may be based on organizational needs. We therefore encourage candidates to self-declare their membership to any of the following employment equity groups: visible minority, Aboriginal peoples, persons with disabilities, should the organizational need be invoked during the appointment process.

You will be required to provide proof of your education credentials and, if applicable, occupational certification, at the time of assessment. Foreign educational credentials must be assessed by a recognized credential assessment service (http://www.cicic.ca/415/credential-assessment-services.canada).

Candidates must include in their application a VALID E-MAIL ADDRESS, and are responsible that it is functional at all times and accepts messages from unknown users.

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Preference

Preference will be given to veterans and to Canadian citizens, in that order.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.