Collections Clerk

POSITION PURPOSE
This position is responsible for providing operational support to the Provincial Offences Office and Business Operations including collecting defaulted Provincial Offences Act (POA) fine amounts through case assessment and legislative processes using direct negotiation methods, specialized collection assistance and/or commencing legal enforcement proceedings. Also responsible for contact handling, reporting, court management systems/process support, liaising with Provincial partners and collections agencies where appropriate.

MAJOR RESPONSIBILITIES

• Acts as a Clerk of the Court as defined by the Courts of Justice Act, liaises with various ministries and government agencies regarding unpaid defaulted fines, driver’s license suspensions/reinstatements and plate denials as appropriate.
• Handles daily internal collection processes and other administrative sanctions or enforcement mechanisms including Final Notices, property tax roll, license suspension and plate denial.
• Lists defaulted fines with third party collections agencies in accordance with approve policies and procedures; provides administrative support to agencies and assists with auditing of agencies.
• Assists with auditing third party collections agency defaulted fine collections performances.
• Collects unpaid fines by contacting debtors, gathers, verifies information; identifies options available to the debtor to secure the payment; negotiates payment terms as per Regional and Provincial Offences policy and procedures.
• Reviews and monitors license suspension files, plate denial files and payment plan files to ensure debtor’s agreements and obligations to pay have been fulfilled and up to date.
• Identifies default accounts requiring legal action, makes recommendations to management for administrative sanctions and civil fine enforcement in accordance with regulations and policies.
• Prepares legal documents to proceed to civil enforcement, and other legal activities such as completion of submission of ‘proof of claims’ to Trustees and filing of claims in courts for garnishment of debtor’s wages or seizure and sales of lands.
• Responds to inquiries and communicates with the public regarding fines.
• Completes follow up and documentation with non-compliant debtors; refers to management for direction.
• Assesses and approves or defers to Justice of the Peace, time extension applications in accordance with POA regulations.
• Reviews and identifies uncollectible accounts; provides management with documentation in support of a write-off recommendation.
• Conducts appropriate searches during regular collections activity to verify defendant contact information and identification using available programs.
• Prepares proper re-allocation of funds relating to court dispositions and issues refunds, as required.
• Verifies accuracy of documents and motions ensuring proper disposition is reflected in appropriate system; ensures proper allocation of funds for appropriate court offices.
Reviews and monitors suspense accounts.

QUALIFICATIONS

• Successful completion of a Post Secondary Certificate/Diploma (1 year or more) in Business Administration, Legal Administration or related field or approved equivalent combination of education and experience.
• Minimum two (2) years experience in the collection of outstanding debts.
• Knowledge of municipal finance and accounts receivable legislation, collection and small claims court methods and procedures.
• Demonstrated knowledge of relevant Standards, Acts and Regulations.
• Knowledge of and ability to use applicable systems and collection software applications.
• Knowledge of Ontario Court of Justice administration procedures and policies.
• Knowledge of general office procedures including records management systems.
• Demonstrated ability in the Region’s core competencies.