POA Court Services Representative PFT

Leeds Grenville; Brockville; On-site; CAD 50,000 - 59,000; Full time

Job summary

The United Counties of Leeds and Grenville invites applications for a permanent full-time POA Court Services Representative in Brockville, Ontario. The role handles court administration, records, and clerical duties, and acts as Clerk of the Court as required.

Qualifications include a diploma in Justice Services or related field, Clerk of the Court and Commissioner of Oaths, at least three years in a court environment, proficiency with Microsoft Office, and strong interpersonal skills;

Qualifications

• Business or specialized vocational knowledge, degree or diploma in Justice Services, Office Admin-Executive or Legal.
• Clerk of the Court and Commissioner of Oaths.
• Three (3) years of court office or court environment experience.
• Previous court clerk experience will be considered an asset.
• Bilingualism will be considered an asset.
• Proficient in Microsoft Office Suite (Word, Excel and Outlook).

Responsibilities

• Create and certify complete, reliable, and accurate digital recordings and annotations of court proceedings.
• Prepare, create and deliver court orders and summonses as ordered.
• Support presiding judicial officials, prosecutor, court staff, and members of the public.
• Courtroom preparation.
• Arraignments/swearing in of police officers, defendants, witnesses.
• Coordinate interpreters as required.
• Exhibit intake and coordination
• Coordinate Trial Process and court exhibits administration
• Respond to courtroom complaints.
• Maintain statistical reports and court calendars.
• Update ICON and other databases as required.
• Balance and file all information/certificates.

Skills

Court operations

Clerical skills

MS Office

Attention to detail

Communication skills

Time management

Independent work

Interpersonal skills

Education

Diploma in Justice/Legal admin

Clerk of the Court & Commissioner of Oaths

Tools

ICON

Liberty

Word

Excel

Outlook

Zoom

Job description

THE UNITED COUNTIES OF LEEDS AND GRENVILLE

Corporate Services Division

Invites applications for the position of:

POA Court Services Representative

Permanent Full-Time

2026 Salary: $36.21 to $42.85

Location: Brockville, Ontario

Position Summary:

The POA Court Services Representative will be responsible for various administrative functions within the POA “court” operations and acts as the Clerk of the Court as required. Attention to detail and organizational skills will serve to keep accurate recordings of court proceedings and a professional manner will maintain a high standard for courtroom decorum and confidentiality.

QUALIFICATIONS:

Education, Certification & Licenses

• Business or specialized vocational knowledge, degree or diploma in Justice Services, Office Admin-Executive or Legal.
• Clerk of the Court and Commissioner of Oaths.

Experience

• Three (3) years of court office or court environment experience. Other Legal environment experience may be considered.
• Previous court clerk experience will be considered an asset.
• Bilingualism will be considered an asset.
• Proficient in Microsoft Office Suite (Word, Excel and Outlook.
• Excellent interpersonal and communication skills; both written and verbal.
• Proven organizational and time management skills with the ability to meet specific deadlines.
• Professional demeanor and representative of the courts.
• Meticulous attention to detail and a strong degree of accuracy/reliability.
• Working knowledge of Provincial legislation such as the Provincial Offences Act, the Highway Traffic Act, etc., is essential.
• Ability to deal tactfully with Judiciary, Police Agencies, Members of the Bar, Prosecutors, and the Public.
• A working knowledge of the Integrated Courts Offences Network (ICON).
• Ability to work independently as part of a multi-disciplinary team.

SUMMARY OF POSITION RESPONSIBILITIES:

Activity 1: Clerk Monitor (approximately 35%)

• Create and certify complete, reliable, and accurate digital recordings and annotations of court proceedings
• Prepare, create and deliver court orders and summons’ as ordered.
• Support presiding judicial officials, prosecutor, court staff, and members of the public.
• Courtroom preparation.
• Arraignments/swearing in of police officers, defendants, witnesses.
• Coordinate interpreters as required.
• Exhibit intake and coordination

Activity 2: Coordinator of Trials, Early Resolution and Pre-Trials (approximately 30%)

• Coordination of Trial Process
• Court exhibits administration
• Respond to courtroom complaints.
• Use various computer and software databases (i.e. integrated Court Offences Network (ICON), Liberty, Word, Excel, Zoom), to perform administrative functions within court operations.
• Maintain statistical reports as required by Regional Senior Justice of the Peace or Court Manager

Activity 3: Re-openings (approximately 5%)

• Administer paperwork from defendant or agent/lawyer and prepare for Justice of the Peace for review.
• Update ICON and MTO appropriately.
• Coordinate schedules and dates of all necessary parties.

Activity 4: Docket Preparation (approximately 25%)

• Process each Docket package for certifications, correspondence, information, requests and coordinate appropriate resources.
• Administer copies of the docket and distribute them to appropriate enforcement detachments and prosecutor.
• Update Docket and information/certificates of offence in ICON with appropriate outcome.
• Balance and file all information/certificates in the appropriate place.

Activity 5: Court Calendar (approximately 5%)

• Update courtroom diary with number of cases set for each date and tier.
• Manage workload for each calendar date.
• Manage various yearly court dates, scheduling first appearances, trials, early resolution, bilingual court, pre-trials MTO days.
• Receive and review judiciary assignment schedules from Regional Senior Justice of the Peace – verifying information for accuracy to ensure Justice assignments are accurate for POA courts; receive schedule changes (ie court closures) from Regional Senior Justice of the Peace – notify prosecutor, case management, agencies, solicitors, paralegals, witnesses.
• Co-ordinate the scheduling of all court related matters, people, and required services to ensure efficient operation of the provincial offences court; provide case management, administrative, and customer service duties for the provincial offences office and the Provincial Offences Court.

Other related duties, as requested and required.

The foregoing Job Description reflects the general duties necessary to describe the principal functions of the job identified, and shall not be construed to be all of the work requirements that may be inherent in this classification.

Applicant information is collected under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and will only be used for candidate selection.

The United Counties of Leeds and Grenville is committed to providing a recruitment and selection process that is both inclusive and free from barriers. Accommodations for job applicants with disabilities are available upon request, and will be provided in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.

Applicants are required, in advance, to make any accommodation request known to Human Resources by contacting the department at 1-800-770-2170 or by using the Bell Relay Service. Human Resources will strive to provide reasonable and appropriate accommodation for all applicants, during the recruitment and selection process, which will ensure the process, is conducted in a fair and equitable manner.