Trial Coordinator

4 weeks ago

Kitchener, Canada Region of Waterloo Full time

**Our Story**:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

**The Role**:
Schedules and coordinates pre-trials, trials, early resolution meetings, confirmation hearings, and court dates with judiciary, prosecutors, law enforcement agencies, and defendant/defence counsel per judicial directives and legislative requirements. Develops and maintains court master plan, trial book, and related Court documents and files. Coordinates and schedules interpreters for court appearances.

**Duties/Responsibilities**:

- Schedules and coordinates court matters per legislative timelines and judicial directives. Transfers early resolution and trials between courtrooms, based on use/demand. Reschedules new trial dates for appeals and adjournments.
- Develops, coordinates, and maintains trial book for court administration. Audits regularly and resolves discrepancies to ensure timely and effective use of courtrooms/time. Coordinates courtroom availability and arranges for offsite court hearings, as required.
- Prepares and authorizes certificates of compliance, first adjournments, and issues notices of trials for matters scheduled/adjourned to a new trial date. Schedules new court dates, prosecutor/defence, officers, and witnesses.
- Develops and maintains the court master plan. Enters and updates court schedule to provincial database (ICON); and notifies enforcement agencies/stakeholders of available court dates. Prepares and recommends changes to court master plan based on courtroom usage and backlog.
- Schedules early resolutions meetings. Enters information into ICON per timelines and procedures. Prepares and verifies postponements and notifies prosecutors and defendants of new meeting dates.
- Verifies monthly judiciary assignments against the court master plan, and distributes to court staff. Notifies the Regional Senior Justice of the Peace (RSJP)/management of discrepancies/issues (e.g., trial matters that are judiciary seized, judiciary disqualifications). Monitors court dates/changes to the judicial assignment schedule and notifies court administration staff/management of same.
- Coordinates and schedules pre-trials, lengthy trials, and confirmation hearings in consultation with the Office of the RSJP. Ensures availability of judiciary, prosecutors, and defence, and that paperwork is completed, filed, and distributed to parties.
- Liaises with stakeholders (e.g., RSJP, judiciary, and Local Administrative Justice of the Peace, prosecutors, law enforcement agencies, defendant/defence counsel, interpreters, staff) regarding court schedule, dockets, and related issues, and updates management. Prepares and maintains documents for court administration (e.g., court schedules/dockets, adjournments, motions, notices of trial).
- Coordinates and schedules interpreters; cancels/reschedules as required. Verifies interpreter invoices and submits to Finance/management for approval. Investigates and resolves complaints from stakeholders.
- Prepares, tracks, and maintains court data; creates related reports for management planning and benchmarking purposes (e.g., number of different matters, courtroom uses, out-of-town judiciary).
- Acts as Clerk of the Court (e.g., commissions documents, takes oaths/affidavits).
- Consults and exchanges information daily with courtroom and court administration staff regarding court operations/scheduling (e.g., management, prosecutors, municipal law enforcement officers, court administration).
- Has contact with the public to answer inquiries. Consults and liaises with the RSJP, Judiciary, prosecutors, clients, counsel, Ministry, police/other enforcement agencies, and interpreters to ensure timely/effective use of court time. Discusses scheduling with Justices of the Peace.
- Backs up Court Administration Clerk, as assigned (including providing front counter service).
- Performs related duties as assigned.

**Knowledge, Skills, and Abilities**:

- Knowledge of office administration; court administration procedures; courtroom protocol, policy, and legal procedures; and legal terminology, acquired through a 2-year diploma/degree in Legal/Business Administration, plus 3 years of related court experience.
- Knowledge of and ability to comply with policies, procedures, guidelines, and legislation (e.g., Provincial Offences, Courts of Justice, Highway Traffic Act).
- Organizational, ana

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