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Court Clerk Monitor & Bilingual Court Clerk Monitor

February 5 2021
Categories Administrative, Clerical, Administrative assistant, Office clerk
Toronto, ON

Court Clerk Monitor & Bilingual Court Clerk Monitor

Seven (7) permanent, full-time vacancies, including one (1) permanent bilingual position – Toronto, ON

Do you hold a recognized court transcription certification? Are you experienced in typing reports, memoranda and minutes, compiling and inputting statistical data, and recording hearings or proceedings? Can you set up and maintain manual and computerized filing systems? If so, consider joining the Toronto Court Services Division.

As a Court Clerk Monitor with the City of Toronto, you'll be directly involved in the operations and procedures of court trials and hearings by providing a variety of clerical and administrative services – from preparing court dockets and documents, to escorting the Justice into the courtroom and arraigning defendants. Your communication skills will prove invaluable in this role, as you'll be liaising and exchanging information, in person, by phone or in writing, with staff, judiciary, the legal profession, the public, enforcement and government agencies, private companies and/or Councillors.

As a Bilingual Court Clerk Monitor, you'll carry out your duties in both French and English.

MAJOR RESPONSIBILITIES

 Your primary responsibilities as a Court Clerk Monitor will be varied, but you'll be expected to:

  • Provide clerical and administrative services, involving the operations and procedures of court trials and hearings
  • Ensure secure custody of documents before and after the proceedings
  • Prepare and verify the dockets and documents for court
  • Escort the Justice into the courtroom, call the court to order and maintain decorum. Dismiss the court at the conclusion
  • Arraign the defendants; record pleas; swear in witnesses, interpreters and defendants; record case information, dispositions and actions on charging documents; ensure document notations/recordings are accurate and complete
  • Receive, record and maintain exhibits tendered as evidence, maintaining tapes, digital audio recordings and annotations, and ensuring conformity with regulations, statutes, policies, practices and procedures
  • Prepare, issue and process 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, and ensuring completeness and conformity with regulations, statutes, agreements, policies and procedures
  • Receive order and cash deposits for transcripts, issue receipt and maintain request log. Notify clients if additional payment is required or prepare statement of adjustment and make refund, as required. Perform calculations to balance transcript accounts
  • Monitor the recording equipment, playback, as required, interject for clarification and make annotations during the proceedings
  • Provide information regarding proceedings by copying, distributing and posting dockets, and by responding to enquiries/complaints made in person, by phone, or in writing. Exchange information with staff, Judiciary, Legal profession, the Public, Enforcement agencies, Government agencies, private companies or Councillors, applying procedures, interdepartmental processes, and relevant regulations. Report details of concerns, conflicts, complaints and discrepancies with respect to procedures of any participant at a proceeding
  • Type and provide official transcripts of court proceedings, and manuals, reports, statistical statements, letters, memoranda, minutes, from digital and/or analogue recording, machine dictation, shorthand or written materials. Take dictation and transcribe notes, applying and checking layout and formatting guidelines. Proofread material and certify accuracy. Notify clients when transcript is ready. Compose correspondence and memoranda
  • Set up and maintain 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
  • Order, and check delivery of, equipment, supplies, forms, and publications, obtain appropriate authorization, maintain inventories and secure storage area. Ensure the courtroom is equipped with supplies, forms, current calendars, etc., ensuring the recording and transcribing equipment is operational, performing maintenance and repairs, and advising the lead or supervisor if additional repairs are required
  • Compile statistics, using calculator or PC, and research material for reports, quotations, contracts and various summaries. Collect, check, input and extract data, using PC or variety of equipment to prepare summaries and reports, and print, check and distribute reports
  • Attend meetings or hearings to provide information, taking minutes at meetings
  • Direct, coordinate, schedule and train assigned staff

 

KEY QUALIFICATIONS:

Your application for the role of Court Clerk Monitor & Bilingual Court Clerk Monitor must describe your qualifications as they relate to:

  1. 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, 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.).
  4. Experience providing services in a customer service environment, dealing effectively with all levels of staff, the public, and external contacts in person, by telephone and in writing.

Please note for the bilingual court clerk monitor you must have experience in both English & French in a customer service environment, dealing effectively with all levels of staff, the public, and external contacts in person, by telephone and in writing

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 shorthand 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, the Public, and representatives from external agencies and organizations in an efficient, discrete and diplomatic manner.
  • Ability to report and provide detailed information regarding 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 Excel and/or Access, etc.
  • Ability to work flexible and/or varied work hours.
  • 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.

Wage Range: $33.63 – $36.85 per hour

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 jobs.toronto.ca or follow us on Twitter at Twitter.com/CityTOjobs, on LinkedIn at Linkedin.com/company/city-of-toronto or on Facebook at Facebook.com/CityTOjobs.

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 to the Court Clerk Monitor position please submit your resume, quoting Job ID 11976, by February 22, 2021.

To apply online to the Bilingual Court Clerk Monitor position please submit your resume, quoting Job ID 10434, by February 22, 2021.

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 equity.

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 Process.

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