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Court Clerk Monitor

4 months ago

Toronto, Canada City of Toronto Full time

**Job ID**: 44375

**Job Category**:Legal Services

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

**Work Location**:60 Queen Street West (Onsite)

**Job Type & Duration**:Permanent, Full-time

**Hourly Rate**:$35.17 - $38.53

**Shift Information**: Monday to Friday, 35 hours per week

**Affiliation**: L79 Full-time

**Number of Positions Open**: 4

**Posting Period**: 15-Apr-2024 to 29-Apr-2024

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.
- 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**:

- 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.
- Considerable experience typing reports, memoranda, minutes, compiling statistical statements and inputting data utilizing Microsoft Office (Word, Excel, Access).

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, 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 pr