Records Administration - Clerk 3 (Term)

About Us

The Nova Scotia Public Prosecution Service (PPS) was established in 1990 as the first statutorily based independent prosecution service in Canada. The Public Prosecution Service is responsible for all prosecutions and appeals within the jurisdiction of the Attorney General.

With the guiding mission of providing fair and equal treatment in the prosecution of offences, the PPS prosecutes charges laid under the Criminal Code and under Nova Scotia statutes such as the Occupational Health and Safety Act.  The Head Office is in Halifax and there are regional offices located throughout the province.

The core functions of the Nova Scotia Public Prosecution Service are to:

• Represent the Crown in the conduct of criminal trials and quasi criminal appeals before all levels of courts.
• Participate in the development of criminal law and criminal prosecutions policy.
• Provide advice to police in respect of prosecutions generally or in respect of specific investigations

 
For more information on the Public Prosecution Service please visit the following link: https://novascotia.ca/pps/
 

About Our Opportunity

The Records Administrator works under limited supervision through case management, records management, and file management within the Public Prosecution Service on a daily basis.

In this extremely busy office, you would be responsible for creating, managing and tracking all Public Prosecution Service criminal files and creating linkages between charges in the Justice Enterprise Information Network (JEIN) data base and the Prosecution Information Composite System (PICS). Updating offender history reports to assist Crown Attorney decision making and links PPS case files with court processes.
 

Primary Accountabilities

The Records Administrator is responsible for:

• Accurate case file management including liaising with court administration staff to verify file endorsements
• Interacting with Crown Attorneys, support staff, other Justice partners, law enforcement agencies, court administrative staff, the criminal defense bar, general public, victims, witnesses and accused persons to provide information and assistance
• Consulting with Records Management professionals internally and externally in the application of the STOR/STAR records classification system and manages PPS files in compliance with policies, procedures and standards
   

Qualifications and Experience

To be successful in this role you will have a high school diploma plus four years of records administration experience is required.  An acceptable equivalent combination of education, training and experience may be considered.  Experience in MS Word and Outlook (or other electronic email system) and Internet use is required, as well as accurate typing, word processing and data entry skills.

The following are considered assets in this role:

• Exposure to the justice system and government services
• Experience with JEIN and PICS
• Working knowledge and understanding of the STAR/STOR central file management system or other central file management systems
• Working knowledge of the justice system, including the Criminal Code and other relevant legislation
• Experience working with legal documents and forms

As the successful candidate, you will have demonstrated experience in an automated environment, you will possess strong prioritization and problem-solving skills, along with sound judgment, attention to detail and the ability to work under pressure to meet deadlines.  You will have strong attention to detail, prioritization and problem-solving skills, and organizational skills with the ability to combine speed and accuracy while under pressure to meet deadlines.

Lifting of heavy boxes, weighing approximately 25 - 30 pounds, is a requirement in this role.

All successful candidates must be able to pass appropriate background checks.

We will assess the above qualifications using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.
 

Equivalency

Includes, but not limited to:

• A two year office administration diploma in a related field plus two years of related experience

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.
 

Benefits

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs.  For information on all our Benefit program offerings, click here: Benefits for government employees
 

Working Conditions

• Normal work week is 35 hours/week, 7 hours/day
• May be required to work overtime on occasion
• Extensive keyboarding
• Lifting heavy boxes weighing approximately 25 to 30 pounds
• Exposure to emotionally disturbing and graphic materials, e.g. photographic materials involving victims of crime
   

Additional Information

These positions require the successful candidates to work on-site.

These are TERM/ employment opportunities with anticipated end date of May 6, 2025.  The appointment status (‘term’, ‘temporary’ or ‘casual’) is dependent on the start date of the successful candidate.

One (1) position is based in Halifax and one (1) in Dartmouth.
 

What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career
• Engaging workplace: our Employees feel valued, respected, connected, and tuned in, we have forward-thinking policies and strategies
• Countless career paths
• Department specific flexible working schedules