- Prepares, researches, maintains and processes documents including reports, forms, legal documents, statistics, statistical summaries, seizure slips, payment slips, warrants, probation orders, other court orders, indexes, interpreter requests, time reporting, court documents, court dockets, case dispositions, court dockets in accordance with legislative requirements
- Selects and presents data
- Determines and corrects errors
- Drafts correspondence (relating to legislative authorities and court processes)
- Inputs, updates and maintains data; such as dispositions, court dockets and court utilization data on a court management system, transcript and interpreter data on Microsoft Excel and Microsoft Access tracking logs
- Operates office equipment and computers utilizing a variety of software packages, applying speed and skill including court recording and machine dictation equipment
- Prepares presentation materials, forms including manuals, reports, statistical statements
- Utilizes layout, formatting and keyboarding skills using computer
- Maintains filing and retrieval systems for records/documents, such as: transcript requests, interpreter request and confirmations, future trial documents, schedules, tables, completed cases, dockets, court exhibits, recording tapes, reports, inventory data and manuals
- Receives documents/applications, invoices/monies from the all levels of staff, the public, legal profession, enforcement agencies, interpreters, judiciary or other levels of government and ensures accuracy and completeness and conformity with regulations, statutes, agreements, policies and procedures including all pending and post court documents, promptly reporting details of actual and possible concerns, conflicts, complaints and discrepancies with respect to procedures of any participant at a proceeding
- Issues/completes receipts/documentation such as records case information, dispositions and actions on charging documents, court payment slips, interpreter requests, and transcript order forms
- Ensures document notations/recordings are accurate and complete, receives, records and maintains exhibits tendered as evidence and dismisses the court at the conclusion
- Maintains digital audio record or tapes of record and annotations
- Receives, balances and records payments and completes receipts such as transcript orders, interpreter invoices
- Directs and/or guides and/or checks work of other staff
- Escorts the judiciary into the courtroom, calls the court to order and maintains decorum, monitors the recording equipment, playbacks as required, interjects to clarify, arraigns the defendants, records plea, swears in witnesses, interpreters and defendants
- Responds to inquiries requiring broad knowledge of the operational area/function such as information regarding proceedings
- Coordinates meeting rooms, bookings and special requirements for meetings
- Attends meeting, takes and transcribes minutes
- Prepares, sorts, processes, collects, opens, distributes and delivers mail, cash, bank deposits, including copying, distributing and posting court dockets
- Processes cash payments for transcripts and/or related POA fines
- Monitors, orders and maintains supplies/resource materials for unit or other locations including general office supplies, courtroom supplies, forms, recording and transcribing equipment, publications, current calendars
Your application must describe your qualifications as they relate to:
- Experience performing various clerical duties, including updating and maintaining data, filing records, maintaining databases, and accurately receiving and completing documentation/applications, receiving payments, typing correspondence, preparing and dealing with invoices.
- Experience with Microsoft Office (i.e. Word, Excel, Access and PowerPoint) and/or computerized court management systems (ICON, PTMS, etc.)
- Experience providing front line services in a customer service environment, dealing effectively with all levels of staff, the public and external contracts in person, by telephone and in writing.
- Experience working in a judiciary, legal and/ or enforcement process-type environment.
You must also have:
- Knowledge of layout and formatting procedures for text, transcripts, charts, graphs and statistical data.
- Knowledge of business mathematics, general statistical techniques and practices or knowledge of accounting procedures and the ability to compile statistical summaries, calculate invoices and balance accounting documents, i.e. day end cash receipt balancing, docket headers, etc.
- Excellent organization skills, with the ability to multi-task in a, high volume high pressure environment both with minimal supervision 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 type/keyboard at a fair rate of speed with accuracy. (40 w.p.m.)
- Ability to maintain manual and computerized filing systems.
- Ability to utilize dictation and or shorthand skills.
- Excellent interpersonal and communication skills with the ability to meet and interact with Co-workers, the Public, Judiciary, Legal professions, Enforcement Agencies, councillors and representatives from external agencies in a clear, efficient, diplomatic, discrete and professional manner.
- Ability to work flexible and varied hours on a rotational basis.
- Ability to operate court recording systems and perform minor maintenance and repairs
- Ability to operate audio/visual systems and perform minor maintenance and repairs.
- Required to wear the professional uniform consisting of Clerk/Monitor robe and dickie.
- Strong oral and written skills with a high standard of grammar and spelling.
Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set-up their Candidate Profile if applying on TalentFlow. As an applicant, it is your responsibility to ensure that you check your email regularly.
The City of Toronto is committed to fostering a positive and progressive workforce that is representative of the citizens we serve. We will provide equitable treatment and accommodation to ensure barrier-free employment. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and the City of Toronto’s Accommodation Policy, a request for accommodation will be accepted as part of the City’s hiring process.
If you are invited to participate in an assessment process, kindly provide your accommodation needs in advance. Please be advised that you may be requested to provide medical/other documentation to Human Resources to ensure that appropriate accommodation is provided to you throughout the hiring process.