Claire MacKenzie

Working for the Planning and Capital Projects Team

• Drafts a variety of documents, correspondence, reports and memorandums related to contract administration and capital project coordination.
• Prepares for approval a number of procurement and tender documents, evaluation materials, contract awards notices and memorandums in alignment with public procurement processes and CRD/CRHC policies, procedures and standards.
• Ensures corporate contract procurement, execution, storage and payment processes are followed including verifying contract security, contractor registration with WorkSafeBC and insurance requirements are met throughout contract or standing agreement duration.
• Prepares and coordinates financial payments by ensuring authorization is received, supporting documentation is present, and contract and corporate financial policies and procedures are followed.
• Prepares budget reports to track, monitor and document project costs and project details.
• Coordinates and supports meetings, as directed, including scheduling, confirming attendance, drafting agendas and recording and distributing meeting records.
• Works closely with CRD finance staff in all aspects of financial administration including establishing and maintaining financial administration and accounting systems for development and construction projects.
• Implements and maintains complex filing systems including accurate records and tracking of CRD/CRHC Committee and Board meeting reports and motions.
• Drafts and coordinates funding applications to different government bodies.
• Develops and designs documents including training manuals, process outlines, flowcharts and implementation procedures.
• Ensures office supplies and equipment are maintained, coordinates mail and other general office duties.
  

Working for the Regional and Strategic Planning Team

• Coordinates approval, authorization and distribution processes for contracts, agreements, reports and correspondence on accordance with all corporate policies and procedures, including financial, records management and procurement processes and policies.
• Process financial transactions, including reconciliation of expenses and invoices in accordance with all corporate policies and procedures.
• Provides reception services, monitor departmental email and coordinates responses to general enquiries.
• Coordinates the Senior Manager’s schedule, including calendar and email management and document preparation.
• Ensures all documents (e.g., Correspondence, reports) meet and follow corporate templates, formatting guidelines and contain proper grammar and punctuation.
• Coordinates meetings, including scheduling attendees, preparing and distributing agendas, room booing and set-up, organizing refreshments and taking minutes.
• Maintains division ’s asset inventories, monitoring and ordering of office supplies, and liaising with internal departments to coordinate office equipment.
• Develops, documents, implements and evaluates administrative processes, protocol and procedures to ensure alignment with corporate standards and effective use of divisional resources.
• Provide data entry for projects.

• Prepare courtroom, pull and check files for completeness and accuracy, obtain other documents required for court and review the history of the files to anticipate issues raised in court, deliver court lists.
• Prepare, test and ensure setup of courtroom technology (i.e., Digital, voice and computer equipment).
• Provided assistance to attorneys and court personnel in courtroom.
• Prepare criminal files for the Provincial Court, included scanning sentence reports and saving information, and other release documents from JUSTIN into the Judge’s electronic file folder.
• Confirm and record attendance of all parties, prioritize in person presence and seniority of counsel who check-in.
• Review legal documents and associated filings for conformity and compliance with procedures and rules of court.
• Operate courtroom equipment and digital technology and monitor court proceedings.
• Call the cases, read the charges (multiple and complex files), take pleas.
• Create and endorse the official record of court proceedings.
• Process and manipulate exhibits.
• Monitor and review legal documents and proceedings on a continual basis for compliance with procedures and rules of the court inputs.
• Advise sheriffs of security concerns in the courthouse.
• Check files for completeness and perform playbacks as needed to confirm accuracy of orders.
• Vacate or execute warrants.
• Initiate the processing of orders including requesting interpreters.
• Organize courtroom equipment and furniture, and regularly push and pull file carts to move heavy items.
• Provide informal orientation or informal explanation to other workers.
• Perform Registry Clerk duties as directed.

• Reviewing and processing documents for prompt filing pursuant to Court of Appeal Rules and Procedures such as Certificates of Decision, Bills of Cost, Orders, Reasons for Judgment, Notices of Appeal and Factums.
• Coordinating motion hearings with legal counsel and judges.
• Providing direction to members of the public and legal professionals and ensuring quality control of legal documents flowing through the court.
• Experience interpreting Acts (e.g., Residential Tenancy Act), Statutes, regulations, policies and procedures of the court, respecting filing deadlines.
• Entering all documents filed into the Court Registry System.
• Liaising and consulting with team members to address concerns when dealing with the Court of Appeal Rota.
• Preparing a variety of documents, including correspondence to counsel and/or self- represented litigants, prisoner remand orders, judicial interim documents, warrants, hearing letters.
• Reading, explaining, signing judicial interim release documents with participants.
• Processing Orders for judicial interim release, recognizance of surety, recognizance of accused and direction for release of the accused.
• Distributing judicial interim documents to CPIC, Chief of Canadian Firearms, Protection services, motor vehicle agency, cashier, lower court, participants.
• Maintaining court files and updating them as necessary.
• Updating and maintaining precedents for future references.
• Providing backup support to the Court of Appeal Court Clerk Monitor when necessary.
• Effectively communicating with the judiciary, court staff, legal profession, other government departments and the public, on a regular basis, maintaining discretion and professionalism.
• Creating and maintaining office procedures alongside the Court of Appeal Registrar and ensure compliance, Processing and distributing material to judges.
• Archiving or disposal of all material when files are closed, and material retrieved from the judges.
• Liaising with relevant stakeholders from various court departments, as criminal, traffic, small claims, family and outside organizations.
• Training and mentoring the current Court Clerk Monitor in her administrative and daily duties.

• Reviewing and processing documents for prompt filing pursuant to Court of Appeal Rules and Procedures such as Certificates of Decision, Bills of Cost, Orders, Reasons for Judgment, Notices of Appeal and Factums.
• Coordinating motion hearings with legal counsel and judges.
• Providing direction to members of the public and legal professionals and ensuring quality control of legal documents flowing through the court.
• Experience interpreting Acts, Statutes, regulations, policies and procedures of the court, respecting filing deadlines.
• Entering all documents filed into the Court Registry System.
• Liaising and consulting with team members to address concerns when dealing with the Court of Appeal Rota.
• Preparing a variety of documents, including correspondence to counsel and/or self- represented litigants, prisoner remand orders, judicial interim documents, warrants, hearing letters.
• Reading, explaining, signing judicial interim release documents with participants.
• Processing Orders for judicial interim release, recognizance of surety, recognizance of accused and direction for release of the accused.
• Distributing judicial interim documents to CPIC, Chief of Canadian Firearms, Protection services, motor vehicle agency, cashier, lower court, participants.
• Maintaining court files and updating them as necessary.
• Updating and maintaining precedents for future references.
• Providing backup support to the Court of Appeal Court Clerk Monitor when necessary.
• Effectively communicating with the judiciary, court staff, legal profession, other government departments and the public, on a regular basis, maintaining discretion and professionalism.
• Creating and maintaining office procedures alongside the Court of Appeal Registrar and ensure compliance, Processing and distributing material to judges.
• Archiving or disposal of all material when files are closed, and material retrieved from the judges.
• Liaising with relevant stakeholders from various court departments, as criminal, traffic, small claims, family, residential tenancy commission and outside organizations.
• Training and mentoring the current Court Clerk Monitor in her administrative and daily duties.

Served as the opening clerk for two Supreme Court of Canada appeals during an exclusive visit to Winnipeg.

• Attending Court of Appeal court sitting
• Monitoring verbatim recording using digital recording software, and accurate logging of court proceedings
• Organizing files for panel hearings, completing posting procedure for panel hearings to be held
• Maintaining order in the courtroom
• Performing other pre and post court related duties such as: Completing court dispositions and all related paperwork, Transporting all material needed from the office to court, retrieving judges’ material for court, arranging judges’ material on the dais, ensure prisoner’s attendance if needed, ask counsel for appearances, create a record of proceedings for each hearing, Recording the result in the Court of Appeal file, notifying the Deputy Registrars of Acquittals, preparing documents such as: Conditional Sentence Order, Fine Order, Notice of Reserved Judgment, update the Court Registry System after court
• Answering incoming phone calls, assisting the public, the judiciary and legal profession and opening new files on the computer
• Assisting the Court of Appeal Judges when called upon
• Training and mentoring the current Court Clerk Monitor in her administrative and daily duties.