Court Clerk/Monitor

Position Details

• Job Type: Full-Time
• Department: Court Administration
• Hours of Work: 35
• Work Schedule: Monday to Friday, In Office
• Salary Range: $36.54 - $41.36 per hour
• Union: CUPE 1883

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 2023-2027 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 submi... [truncated]