Court Clerk Monitor

September 25 2022
Categories Administrative, Public, Regulatory, Govt., Legal, Paralegal
Toronto, ON

Job ID: 24522

Division & Section: Toronto Court Services

Work Location: 1530 Markham Rd, Toronto, M1B 3G4

Job Type & Duration: Full-Time, Perm

Salary/Rate: $33.97-$37.22/hr, 35hrs/week

Shift Information: (Monday to Friday, 35 Hours per Week)

Affiliation & Wage Grade: L79 Perm

Number of Positions Open: 3

Posting Period: 19-Sep-2022 to 07-Oct-2022

This posting will be used to fill vacancies across all Toronto Court Offices, as required.

Job Description

Reporting to the Supervisor of Court Support, the Court Clerk Monitor will provide administrative support to the Judiciary in court during proceedings. They will also prepare and certify official transcripts of the proceeding and maintain records and files.

Major Responsibilities:

  • Provides clerical and administrative services, involving the operations and procedures of court trials and hearings.
  • Ensures secure custody of documents before and after the proceedings.
  • Prepares and verifies the dockets and documents for court.
  • Escorts the Justice into the courtroom, calls the court to order and maintains decorum. Dismisses the court at the conclusion.
  • Arraigns the defendants; records pleas; swears in witnesses, interpreters and defendants; records case information, dispositions and actions on charging documents; ensures document notations/recordings are accurate and complete.
  • Receives, records and maintains exhibits tendered as evidence. Maintains tapes of record and annotations. Ensures conformity with regulations, statutes, policies, practices and procedures.
  • Prepares, issues and processes forms, legal documents, statistical summaries, i.e. Adjournment reminders, seizure slips, payment slips, warrants, probation orders, other court orders, transcript order logs, indexes, interpreter requests, time reporting, case dispositions, and dockets by using manual and/or computerized systems. Ensures completeness and conformity with regulations, statutes, agreements, policies and procedures.
  • Receives order and cash deposits for transcripts, issues receipt and maintains request log. Notifies clients if additional payment is required or prepares statement of adjustment and makes refund, as required. Performs calculations to balance transcript accounts.
  • Monitors the recording equipment, playbacks, as required, interjects for clarification and makes annotations during the proceedings.
  • Provides information regarding proceedings by copying, distributing and posting dockets, and by responding to enquiries/complaints made in person, by phone, or in writing. Exchanges information with staff, Judiciary, the legal profession, the public, enforcement agencies, government agencies, private companies or Councillors, applying procedures, inter-departmental processes, and relevant regulations. Reports details of concerns, conflicts, complaints and discrepancies with respect to procedures of any participant at a proceeding.
  • Types and provides official transcripts of court proceedings, and manuals, reports, statistical statements, letters, memoranda, and minutes, from machine dictation, shorthand or written materials. Takes dictation and transcribes notes. Applies and checks layout and formatting guidelines. Proofreads material and certifies accuracy. Notifies clients when transcript is ready. Composes correspondence and memoranda.
  • Sets up and maintains manual and computerized filing and retrieval systems, including computer databases, for various types of information such as: transcripts, transcript log, exhibit indexes, schedules, tables, recording tapes, and statistical data for courtroom hours, reports, inventory data and manuals. This includes filing, purging, scanning preparation, scanning, updating dispositions and adjournments.
  • Orders and checks delivery of equipment, supplies, forms, and publications, obtains appropriate authorization, maintains inventories and secures storage areas. Ensures the courtroom is equipped with supplies, forms, current calendars, etc. Ensures the recording and transcribing equipment is operational, and performs maintenance and repairs, advising the lead or supervisor if additional repairs are required.
  • Compiles statistics, using calculator or PC, and researches material for reports, quotations, contracts and various summaries. Collects, checks, inputs and extracts data using PC or a variety of equipment to prepare summaries and reports. Prints, checks and distributes reports.
  • Attends meetings or hearings to provide information. Takes minutes at meetings.

Key Qualifications:

Your application must describe your qualifications as they relate to:

  1. Possession of a court transcription certification from an Ontario educational institution recognized by the Ministry of the Attorney General and the Ministry of Colleges and Universities.
  2. Considerable experience typing reports, memoranda, and minutes, compiling statistical statements and inputting data utilizing Microsoft Office (Word, Excel, Access).
  3. Considerable experience recording hearings or proceedings using dictation and/or recording and transcription devices and utilizing case management systems (e.g. ICON, PTMS, etc.).

You must also have:

  • Advanced knowledge of layout and formatting procedures for text, transcripts, charts, graphs and statistical data.
  • Knowledge of relevant policies, court procedures, regulations and legislation pertaining to court and business administration (i.e. Provincial Offences Act, Courts of Justice Act, Administration of Justice Act, etc.) with good knowledge of legal and technical terms.
  • Ability to operate, and provide general maintenance and repairs to, court recording system and transcription devices.
  • Ability to type at a high rate of speed (i.e. 50 wpm).
  • Good organization skills, and ability to work in a high-pressure, multitask, high-volume team-oriented environment with minimal supervision.
  • Excellent shorthanded skills, attention to detail and a high level of speed and accuracy.
  • Excellent communication skills, both verbal and written.
  • Excellent interpersonal skills with the ability to meet and interact with the Judiciary, the legal profession, staff, enforcement agencies, the public, and representatives from external agencies and organizations in an efficient, discrete and diplomatic manner.
  • Ability to report and provide detailed information in regards to complaints, concerns and conflicts to appropriate authority.
  • Fundamental business mathematics skills and a working knowledge of general statistical techniques and practices, or working knowledge of accounting procedures.
  • Ability to set up and maintain manual and computerized filing systems using manual and/or Excel, Access, etc. Ability to work flexible and/or varied work hours.
  • Ability to travel between courts when required.
  • Familiarity with government legislation in the area of occupational health and safety.
  • Ability to support the Toronto Public Service values to ensure a culture that champions inclusiveness, equity, diversity and respectful workplaces.

Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City's Mandatory Vaccination Policyhttps://www.toronto.ca/city-government/accountability-operations-customer-service/city-administration/corporate-policies/people-equity-policies/covid-19-mandatory-vaccination-policy/ >.

Toronto is home to more than 2.9 million people whose diversity and experiences make this great city Canada’s leading economic engine and one of the world’s most diverse and livable cities. As the fourth largest city in North America, Toronto is a global leader in technology, finance, film, music, culture, and innovation, and consistently places at the top of international rankings due to investments championed by its government, residents and businesses. For more information, visit or follow us on Twitter at Twitter.com/CityTOjobs, on LinkedIn at or on Facebook at .

How to Apply:

For more information on these and other opportunities with the City of Toronto, visit us online at https://jobs.toronto.ca/jobsatcity/. To apply online, submit your resume, quoting Job ID 24522, by Friday, October 7, 2022.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equityhttps://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US >.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA).

Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Processhttps://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US >.

Apply now!

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