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:
Assists and acts as a liaison to the presiding Justice of the Peace in the courtroom; creates and certifies accurate and complete recordings of all court proceedings; prepares, updates, and maintains carriage of charging documentation; officiates over court proceedings in the absence of a Justice of the Peace; inputs data into the Integrated Court Offences Network (ICON) provincial database; and provides related administrative support to the Provincial Offences Court Administration (POCA) Program.

Duties/Responsibilities:
Performs duties as Clerk of the Court, including opening and closing court proceedings; paging defendant, witnesses, and all other parties to court; preparing, maintaining, and posting courtroom dockets for public information; providing court dates; maintaining decorum and protocol in the court and officiating over prosecutors, lawyers, defendants, agents, enforcement officers, and the general public when a Justice of the Peace is not present. Identifies and completes all documentation and forms relevant to court proceedings and provides direction to new members of the Judiciary on proper court documentation. Arraigns accused and administers oaths to witnesses, enforcement officers, interpreters, and defendants. Escorts Judiciary in and out of the courtroom.

Maintains an accurate record of all courtroom proceedings by testing recording equipment daily, operating and troubleshooting a 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. 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 for review and authorization by Judiciary. Confirms accurate judicial endorsements on official court record; brings discrepancies to Judiciary's attention.

Reviews and prepares the court docket and charging documents for all court appearances, ensuring all Informations are accounted for. Updates court docket on ICON daily for name of Judiciary, prosecutor, clerk, reporter, date, court number, court time, defendant's name, offence date, offence, type of charge, amended charge, and disposition. Identifies/arranges for Provincial and Municipal Prosecutors' identification codes on ICON.

Produces and certifies accuracy of verbatim court transcripts of proceedings, in accordance with Provincial guidelines and standards. Researches court related material such as case law and precedents as required to cite within transcripts. Prepares transcript invoices, calculates costs, and forwards to Accounts Assistant to collect payment. 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 Justice of the Peace. Liaises with Trial Coordinator to schedule/reschedule trials set in court through Judiciary and as a result of crown and defense motions. Processes disposition/adjournment notices to advise defendant of fine, due date, or next court appearance.

Identifies in court and notifies Trial Coordinator and Prosecutions of need for interpreters; secures interpreters to return for future court appearances. Reviews and verifies interpreter invoices and amounts in court. Signs off on interpreter invoices to verify attendance.

Communicates with Judiciary; supervisor; defendants; counsel; agency workers; enforcement officers; interpreters; staff; and all other appropriate parties, in person, by email, and by telephone, to ensure timely and effective use of court room and court time. Prepares, enters into ICON, and submits to supervisor, daily courtroom usage reports detailing the number, length, time, and types of trials to generate account payable bills from the Province.

Receives, records, and secures all exhibits tendered as evidence 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 licences in accordance with suspension orders issued in court and redirects via courier to Ministry of Transportation.

Adjourns court proceedings in the absence of a Justice of the Peace. Works with Trial Coordinator to reschedule appearances; and endorses adjourn date on Informations. Notifies the office of the Regional Senior Justice of the Peace, Trial Coordinator, and presiding Justice of the Peace when Justice of the Peace is seized or disqualified of a matter.

Assists Court Administration Clerks, when court is not in session, to provide customer service to the general public at the front counter or by telephone, and to accept payments and input data regarding payments and offences into ICON.

Advises the Justice of the Peace 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.

Performs Trial Coordinator duties in the absence of that incumbent.

Performs other related duties as requested.

Knowledge, Skills, and Abilities:
Knowledge of general office administration, court administration policies and procedures, and legal and technical terms, normally acquired through the attainment of a grade 12 secondary school education plus a 2-year certificate in a legal program or equivalent, and 2-years of related courtroom experience.

Knowledge of Regional policies and procedures, and provincial and federal legislation including the Provincial Offences Act, Courts of Justice Act, and the Criminal Code of Canada.

Ability to interpret and apply court policies and procedures on a daily basis; to decipher appropriate cautions and prohibitions; and to administer oaths. Knowledge of courtroom policy and legal procedures, including voir dire hearings, examination-in-chief, cross-examinations, submissions, and reasons for judgment.

Ability to prioritize and apply time management skills to meet conflicting deadlines. Analytical and problem-solving skills to address expected and unexpected scheduling problems or questions; to work independently and to adapt to frequently changing priorities in a fast-paced and high-pressure environment.

Human relations and communication skills in order to respond to public inquiries in a competent and informed manner; deal with language and physical barriers; recognize and defuse contentious situations; provide assistance and direction to courtroom users and the Judiciary; to participate as an effective team member.

Ability to operate electronic recording equipment and a digital recording system. Computer skills with ability to use Microsoft Word, Excel, a document management system, transcription software, and the Integrated Court Offences Network (ICON).

Ability to travel between POA court, off site, and office locations.

Ability to support and project values compatible with the organization, the integrity of the program, and administration of justice.

In addition to offering a competitive compensation package, we have a strong focus on health and wellness, including fitness facilities and family-focused benefits.

We thank all applicants in advance; however, we will be corresponding only with those selected for an interview.

The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage, and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.

Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number 519-575-4400, or TTY number 519-575-4608 to request an alternate format.