Registry Assistant

Important messages

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please use the Contact information below to request specialized accommodation. All information received in relation to accommodation will be kept confidential.

Assessment accommodation

Duties

The duties could include the following without being limited to:

Reviews, analyzes, processes, updates, and monitors official documents (i.e. court files, orders, directions, judgments, reasons etc.) and ensure follow-ups;
Reviews files, authorizes and signs original legal documents, certifies and/or forwards to the parties by fax and/or internal and/or external mail on a timely basis;
Processes duplication/photocopying requests and/or viewing requests;
Carries out other duties such as performing status searches, file retrieval, records extraction, information tracking, e-filing and other applicable actions;
Data entry, including updating, researching and maintaining recorded entries of legal documents into the court databases and other software (i.e. Outlook, Word, excel etc.);
Any other administrative tasks.

Work environment

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please use the Contact information below to request specialized accommodation. All information received in relation to accommodation will be kept confidential.

Intent of the process

A pool of pre-qualified or fully qualified candidates may be created to staff similar or identical positions with various tenure, various bilingual linguistic profiles and security requirements within the Courts Administration Service.

Candidates may be evaluated further, for specific opportunities, on qualifications (including conditions of employment and operational requirements) that are deemed necessary, whether or not these qualifications have been listed on the job advertisement.

Positions to be filled: 1

Information you must provide

Your résumé.

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

At minimum, a secondary school diploma.

Degree equivalency

Experience in providing services to clients (external or internal) in an office environment.

Recent experience* providing a variety of administrative support services in an office environment (such as, but not limited to, filing, reception duties, controlling documentation flow, managing correspondence, reviewing documents, data entry, digitization, etc.).

* Recent experience means experience within the last four (4) years.

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

Successful completion of two (2) years of post-secondary* education.

*Post-secondary education means years of education following high school graduation (grade 12 or secondary V)

Degree equivalency

Experience working as a Registry Assistant, Judicial or Legal Assistant or assistant in a similar position.

Experience working at the Courts Administration Service (CAS).

Experience working with different technological tools such as MSTEAMS and ZOOM.

Experience working in a judicial, quasi-judicial* or legal environment.

*Judicial or quasi-judicial environment is defined as a Board, Commission, Tribunal or Court (Federal, Provincial or Municipal).

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

Bilingual - Imperative (BBB/BBB)

Information on language requirements

Ability to plan, manage deadlines and changing priorities
Action oriented
Oral communication skills
Written communication
Ability to adapt
Thoroughness
Ability to work effectively with others
Sense of customer service

The following may be applied / assessed at a later date (may be needed for the job)

Courts Administration Service is committed to having a skilled, diversified workforce of Canadian society it represents. As a result, selection may be limited to members of the following Employment Equity groups: women, Aboriginal peoples, persons with disabilities and members of visible minorities. We encourage members of these designated groups to self-identify.

Willing and able to work between 8:30 and 4:30 each day.
Willing and able to work overtime on short notice.
Willing and able to work at the workplace.
Willing and able to telework and possess adequate broadband internet.*

*Telework depends on the requirements of the position to be staffed.

Conditions of employment

Reliability Status security clearance

All employees of the core public administration are required to be fully vaccinated against COVID-19 and attest to their vaccination status unless accommodated based on a medical contraindication, religion, or another prohibited ground for discrimination as defined under the Canadian Human Rights Act.

Other information

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve. We promote employment equity and encourage you to indicate if you belong to one of the designated groups when you apply.

Information on employment equity

By completing the Employment Equity section in your application, you help create a Public Service that is diverse, inclusive and representative of identities, cultures, perspectives and experiences that make up Canada.

On October 6, 2021, the Government of Canada announced details of its plans to require vaccination across the federal public service.

As per the new Policy on COVID-19 Vaccination for the Core Public Administration Including the Royal Canadian Mounted Police (https://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=32694), federal public servants in the Core Public Administration and members of the RCMP must attest to their vaccination status. The requirement for employees to be fully vaccinated applies whether they are teleworking, working remotely or working on-site. This is a condition of employment and it applies to indeterminate (permanent), determinate (term), casual, and student hiring. Should you reach the point in the selection process where it is necessary to verify terms and conditions of employment then the hiring manager or a human resources representative will contact you in order to complete an attestation.

In response to the COVID-19 pandemic and further to public health guidelines, preventative measures are being taken to ensure health and safety during the recruitment process.

Due to current circumstances, all assessment may be done virtually.

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 the essential qualifications to be appointed to a position.

Candidates must clearly demonstrate in the screening questionnaire how they meet the education and experience factors listed as essential and/or asset qualifications on the statement of merit criteria. In order to do so, the candidate must provide the information as part of their answer to the pertinent screening question, using concrete examples in the provided area. The assessment board cannot and will not make any assumptions about your experience. Note that it is not sufficient to only state that the qualifications are met or to provide a listing of current or past responsibilities. Resumes may be used as a secondary source to validate the experience described in the experience questionnaire. Failure to clearly demonstrate in the questionnaire how you meet the education and experience, both essential and/or asset, where applicable, may result in the rejection of your application.

A variety of tools and assessment methods may be used, which may include, but is not limited to written tests, interviews and reference checks. Other sources of information (such as performance agreements, work samples, board member knowledge, etc.) may be used to inform the assessment of the criteria identified on the Statement of Merit Criteria. Any information that you provide throughout this process, including email correspondence, may also form part of the assessment.

Asset qualification(s) may be applied in this selection process.

Written communication will be assessed via the job application.

Candidates will be required to provide proof of their education credentials in the form of a diploma or official transcript.

If a qualified candidate has been selected and appointed on an indeterminate basis from the established pool, they will be removed from the pool. If a candidate is selected for a specified period (including term, acting, or assignment/secondment) appointment, they will remain in the pool for future offers.

We will communicate with applicants by e-mail. It is your responsibility to verify your e- mails regularly. Applicants shall ensure that the e-mail address provided is valid and make sure this address is functional at all times and accepts messages from unknown users.

Preference

Preference will be given to veterans first and then to Canadian citizens and permanent residents, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

Information on the preference to veterans

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