Screening Officer (Administrative Penalties Program)

The Role

Conducts screening reviews of administrative penalties and renders decisions as part of the adjudicative process within the Administrative Penalties Program and in accordance with by-laws, legislation, policies, and procedures.
 

Duties/Responsibilities

• Conducts online and in person screening reviews in accordance with the Region’s by-laws, legislation, policies, and procedures. Reviews relevant documentation (e.g., penalty orders, enforcement camera images, submitted statements and/or supporting documents) and independently renders decisions including cancelling, upholding, affirming, varying, and extending time to pay penalty fees.
• Prepares and distributes written decisions. Summarizes meeting notes and inputs to the case management system.  
• Prepares and presents submissions and subject matter expertise as a representative of the Region at hearing reviews. 
• Uses Power BI technology to connect to data sources and manipulate data to provide reports to management.
• Provides customer service (email, phone) to answer questions, explain processes, and provide information to the public. Provides in-person customer service if required.  
• Responds to customer inquiries directly and resolves difficult/highly sensitive complaints verbally, in writing, or in person. 
• Communicates using a variety of conflict resolution strategies and acts with integrity and honesty to ensures procedural fairness. Exercises decision-making authority and discretion fairly and reasonably.
• Enters, posts, and balances/reconciles fine payment data to the case management system.  Investigates and resolves discrepancies. Stores and secures revenue. 
• Downloads electronic penalty order data files to the case management system. Reviews, verifies, corrects, uploads, and reconciles data as required.  
• Liaises with the Financial Coordinator regarding refunds and remittances.
• Monitors outstanding orders and transmits defaulted files to the defaulted fines control centre; liaises with Collections Officers.
• Recommends ways to improve existing procedures and methods. Prioritizes work per policy and legislated deadlines. 
• Responds to emerging issues and assesses impact on programs (e.g., administrative penalties program, automated speed enforcement, red light camera). Provides recommendations for action to management for escalation to cross-departmental working groups. 
• Refers unusual, complex issues, and issues without precedent to management. 
• Performs related duties as assigned.
   

Knowledge, Skills, and Abilities

• Knowledge and skills are acquired through a 2-year post-secondary diploma in a related field (including but not exclusive to law, business) plus 3 years of legal-related experience.
• Knowledge of and ability to comply with policies, procedures, Ministry statutes and guidelines, financial guidelines, and legislation.   
• Human relations and communication skills to respond to inquiries and explain information using proper legal terms to members of the public and other staff; de-escalate emotional situations; and participate as an effective team member.
• Knowledge of and ability to use proper legal terminology and clear, concise language to write notes, standard and customized letters, and instructions. Ability to maintain accurate records and program information. Ability to read and understand policies, procedures, and instructions. 
• Time management and attention to detail skills to prioritize work to meet deadlines; address scheduling issues; and process client and administrative requests per legislated requirements. 
• Ability to adapt to changing priorities in a fast-paced environment.
• Computer skills with ability to use software such as a case management system, Microsoft Office, Power BI, and video conferencing technology.
• Must provide an acceptable police records check for bondability and cash handling.
• Ability to adjust schedule to work outside regular business hours as required. 
• Ability to support and demonstrate the Region’s values.