Job Classification Title: Court Clerk Monitor

Job ID # 44202

Division & Section: Toronto Court Services, TO Court and Tribunal Operations

Work Location: In Person at 2700 Eglinton Avenue West, 60 Queen Street West & 1530 Markham Road

Job Type & Duration: Permanent, Full Time

Salary/Rate $ 35.17 – 38.53

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

Affiliation & Wage Grade: L79, Wage Grade 9

Number of Positions Open: 10

Posting Period: February 2nd 2014 – February 16th 2024

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, 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, by responding to enquiries/complaints made in person, by phone, or in writing. Exchanges information with staff, Judiciary, Legal profession, 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, minutes, from machine dictation, shorthand or written materials. Takes dictation and transcribes notes. Applies and checks layout and formatting guidelines. Proof reads 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. Includes filing, purging, scanning preparation, scanning, updating dispositions and adjournments.
• Orders and checks delivery of equipment, supplies, forms, 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, performs maintenance and repairs, advising the lead or supervisor if additional repairs are required.
• Complies statistics, using calculator or PC and researches material for reports, quotations, contracts and various summaries. Collects, checks, inputs and extracts data using PC or various equipment to prepare summaries and reports. Prints, checks and distributes reports.
• Attends meeting or hearing to provide information. Takes minutes at meetings.

• Directs, coordinates, schedules and trains assigned staff

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Must possess a court transcription certification from an Ontario educational institution recognized by the Ministry of the Attorney General and the Ministry of Training, Colleges and Universities.
2. Considerable experience typing reports, memoranda, 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.)

The Following are Assets:

• Bilingual (French and English) verbal and written communication skills are an asset.

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, regulation 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, Legal Profession, Staff, Enforcement Agencies, 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, or report directly to an alternate court location due to operational needs.
• 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.