Court Clerk/Monitor

Job Number: 4978
Job Type: Full-Time
Vacancy Reason: Backfill
Location: 77 Queen St N - Gaol
Job Category: Administration
Number of Positions: 1
Department: Court Administration
Division: CAO Division
Hours of Work: 35
Work Schedule: Monday to Friday, In Office
Union: CUPE 1883
Grade: CUPE 1883 Grade 010
Salary Range: $36.54 - $41.36 per hour

About Us!
The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.
Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our Strategic Plan , “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

The Role

Assists and acts as a liaison to the presiding Justice of the Peace (JOP) in the courtroom. Creates and certifies accurate, complete recordings of all court proceedings. Prepares, updates, and maintains carriage of charging documentation. Officiates over court proceedings in the absence of a JOP. Inputs data to the Integrated Court Offences Network (ICON) provincial database. Provides administrative support to the Provincial Offences Court Administration Program.

Duties/Responsibilities

• Acts as Clerk of the Court while Court is in session. This includes: opening and closing proceedings; paging defendants, witnesses, and other parties; arraigning the accused; administering oaths to witnesses, enforcement officers, interpreters, and defendants; preparing, maintaining, and posting courtroom dockets for public information; providing court dates; and maintaining decorum and protocol. Escorts Judiciary in and out of the courtroom.
• Assists the JOP by compiling all documentation and forms required for court. Provides support to new members of the Judiciary regarding court documentation and processes.
• Maintains an accurate record of courtroom proceedings by testing recording equipment daily; operating and troubleshooting the digital court recording system; maintaining log notes of all proceedings; detailing all persons appearing before court, witnesses, interpreters, arraignment of defendants, adjournments, trial evidence, trial dates, and disposition of proceedings; and certifying the record of court proceedings (in person and virtual). Records proceedings on tape as backup for digital recording. Transfers digital recording to an electronic storage device for use in appeals, for judiciary, and for transcribing court proceedings.
• Records judicial endorsement and prosecution motions for charge amendments on charging documents. Confirms accurate judicial endorsements on official court record; brings discrepancies to Judiciary's attention. Reviews all court orders (e.g., probation orders, impounded motor vehicle orders, warrant of committal orders) to ensure accuracy. Signs court orders as directed by the JOP. Independently reviews and registers certificates of offence convictions for defendants failing to attend early resolution meetings, based on legislative criteria, including quashing tickets.
• Reviews, prepares, and sorts/scans the court docket and charging documents for all court appearances, ensuring all Informations are accounted for, and sends to stakeholders (prosecutions, police). Updates court docket in ICON daily (e.g., names of all parties, court date/time, court number, court time, offence date, type of charge, disposition). Obtains prosecutor identification codes in ICON. Files charging documents according to outcome.
• Uses Court Administration Management System (CAMS) to update address changes and delete trial dates after motions.
• Produces and certifies court transcripts of proceedings, per provincial guidelines and standards. Researches court-related material such as case law and precedents as required to cite within transcripts. Prepares transcript invoices and calculates costs. Contacts ordering parties to retrieve completed transcripts. Processes requests from Appellant Court for POA Court audio records; logs recordings and exhibits transferred and returned from Appellant Court.
• Adheres to court master plan and updates available court dates as issued by the Regional Senior JOP. Liaises with trial coordinator to schedule/reschedule trials set in court as a result of crown and defense motions and adjournments.
• Identifies in court and notifies trial coordinator and prosecutions of need for interpreters. Arranges for interpreters for future court appearances. Verifies and signs off on interpreter invoices based on services provided.

Additional Duties/Responsibilities

• Communicates/coordinates with Judiciary, supervisor, defendants, counsel, agency workers, enforcement officers, interpreters, staff, and all other appropriate parties to ensure timely, effective use of court room and court time (in person, email, telephone), including discussing court scheduling and exchanging/verifying information. Performs moderator functions for virtual court proceedings (e.g., verifies identity of parties, maintains decorum, moves parties to virtual breakout rooms and courtrooms).
• Prepares daily courtroom usage reports detailing the number, length, time, and types of trials to generate account payable bills from the Province, for supervisor review/reconciliation. Enters data in ICON.
• Receives, records, and secures all exhibits tendered as evidence in court. Screens and uploads evidence submitted electronically to ensure compatibility for sharing/presentation in court. Transfers and releases exhibits as necessary/directed in legislation; ensures exhibit is not required for appeal by checking spreadsheet prior to release. Seizes driver's licenses in accordance with suspension orders issued in court and returns to Ministry of Transportation.
• When the JOP is not present, officiates over prosecutors, lawyers, defendants, agents, enforcement officers, and the public. Adjourns session and endorses adjourn date on Informations. Notifies the office of the Regional Senior JOP, trial coordinator, and presiding JOP when JOP is seized or disqualified of a matter.
• Advises the JOP in the event of an emergency, secures a recess, and evacuates the courtroom.
• Represents Provincial Offences Court and/or Court Clerk/Monitors on regional and provincial committees.
• Maintains recording equipment in good working condition and notifies supervisor for complex repairs. Maintains an inventory of court forms (e.g., remands/seizure/payment slips, interpreter requests).
• Backs up the Trial Coordinator and Court Administration Clerk as required.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge and skill are acquired through a 2-year diploma in a related program (e.g., paralegal, law) plus 2 years of related courtroom experience.
• Must have certification as a transcriptionist (can be attained post-hire).
• Knowledge of courtroom policy and legal procedures, including voir dire hearings, examination-in-chief, cross-examinations, submissions, and reasons for judgment.
• Knowledge of general office administration, court administration policies and procedures, and legal and technical terms.
• Knowledge of and ability to comply with policies and procedures, provincial and federal legislation (e.g., Provincial Offences Act, Courts of Justice Act, information privacy), and municipal by-laws.
• Ability to interpret and apply court policies and procedures, decipher appropriate cautions and prohibitions, and administer oaths.
• Ability to prioritize and apply time management skills to meet conflicting deadlines in a fast-paced, high volume environment.
• Analytical and problem-solving skills to address expected and unexpected scheduling problems or questions, and work independently and adapt to frequently changing priorities in a fast-paced environment.
• Human relations and communication skills to respond to public inquiries and explain information using proper legal terms; respond to inquiries from staff and Judiciary; recognize and defuse contentious situations; provide assistance and direction to courtroom users and the Judiciary; and participate as an effective team member.
• Ability to communicate clearly in a courtroom to administer oaths, call defendants and witnesses, and arraign defendants.
• Ability to keep accurate records of court proceedings and procedures; transcribe and proofread proceedings as ordered by Judiciary, prosecutors, legal professionals, and the public per guidelines and using proper grammar and spelling.
• Ability to operate electronic recording equipment and a digital recording system.
• Computer skills with ability to use Microsoft Office, a document management system, transcription software, Court Administration Management System (CAMS), the Integrated Court Offences Network (ICON), video conferencing technology, and third party platforms (e.g., video, photos) to export, format, transfer, share, and store documents and evidence used in Court.
• Must provide a police records check to prove bondability.
• Ability to support and demonstrate the Region’s values.
  
  

Additional Knowledge, Skills, and Abilities

Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.

• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• members of groups that commonly experience discrimination due to race, ancestry, religion and/or spiritual beliefs, or place of origin;
• persons with visible and/or invisible (physical and/or mental) disabilities;
• persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions

For questions or to request accommodations during your recruitment, onboarding or employment, please contact , or by calling our Service First Contact Centre at phone number . Use of Artificial Intelligence in the Hiring Process: Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. However, applications will also be reviewed by a member of our Talent Acquisition team to ensure a fair and thorough assessment. AI does not make final hiring decisions.
Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).