(Internal Only) Council Of Judges - Court Coordinator

County of El Paso•Tx 79901, TX

5d•Onsite

About The Position

The Court Coordinator under general supervision administers, directs, supervises, and plans the operations of the court, relieves the judiciary from non-judicial administrative tasks, and contributes to the rapid disposition of high-volume caseloads. This position is assigned to the Jail Magistrate and requires working a rotating shift schedule, which may include evenings, nights, weekends, and holidays as needed. It requires a high degree of self-motivation and the ability to plan and execute work both independently and as a team member. The role involves interpreting and explaining policies, procedures, rules, regulations, and state statutes, and maintaining strict confidentiality. The Court Coordinator must also demonstrate excellent customer service and work effectively in a team-oriented environment.

Requirements

Associate’s degree in criminal justice, social or behavioral science, or related field and five (5) years required experience as a paralegal, legal secretary, or in case management or criminal justice; Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
Must have or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.
In order to access the County’s network and systems, a personal mobile smart device is required by the hire start date.
Knowledge of: policies, practices, procedures, and legal terminology related to the court system; Federal, State, Local, and County applicable laws, rules, regulations, and guidelines; bookkeeping principles and practices; the principles and practices of effective customer service; principles and practices of modern office administration; business correspondence and report preparation; secretarial practices and procedures; English usage, grammar, punctuation and spelling; standard business computer applications; computer procedures and equipment including filing systems.
Depending on area of assignment: principles and practices of supervision and training.
Skill/Ability to: be able to plan and execute work both independently and as a team member; prioritize and manage several tasks; display a high degree of self-motivation; learn the organization, procedures and operating details of the County department to which assigned; interpret and explain policies, procedures, rules, regulations, and state statutes; perform word processing and data entry; perform routine clerical work including maintenance of appropriate records and preparations of general reports; verify and cross check files and data; operate a personal computer and various software applications; conduct mathematical calculations; prepare clear and concise reports; communicate effectively, both orally and in writing; establish and maintain cooperative and effective relationships with those contacted during the course of work.
Pass a Criminal Background Check.
Demonstrate regular and reliable attendance.
Work well with others and participate fully in a team-oriented environment.
Interface with other employees and customers in a courteous and respectful manner.
Maintain strict confidentiality.
Project positive support of their department and all county organizations at all times.
Maintain and enhance the County’s commitment to customer service excellence.

Nice To Haves

Bilingual (English Spanish) may be required.
Depending on area of assignment: schedule, supervise, train, and evaluate assigned staff.

Responsibilities

Serves as liaison between the Judge, Justice of the Peace, or Associate Judge and other elected officials, department heads, agencies and the general public; provides assistance and follow up as needed; responds to complaints or questions about a specific program and/or its services; researches information; makes appropriate referrals for assistance.
May serve as the initial point or back up of phone, email, or personal contact to the Judge, Justice of the Peace, or Associate Judge.
Sets, prepares, maintains, and supervises the weekly and monthly dockets for the court; monitors the age of cases and the readiness of the trial dockets; suggests improvements in caseload management and spots trouble areas to enable fair and speedy disposition in all cases.
Notifies attorneys, defendants, plaintiffs, bondsmen, and other applicable parties of trial, pretrial and all other hearings; resets or continues cases and hearings as directed.
Prepares judgments; opens and closes cases; accepts and processes court ordered expungements; files and stores documents; administers oaths and affidavits; makes certificates and affixes the court's seal to those certificates; maintains central docket records for all cases filed in the court; maintains an index of all court judgments for cases arising in the court; performs the other duties required by law and assists the judge in handling matters before the court.
Assigns attorneys and coordinates the transfer of cases as directed.
Issues and recalls citations, warrants and subpoenas as directed.
Gathers, organizes, and summarizes information for special projects; prepares various routine and complex reports, tables, graphs and statistical summaries; conducts special studies and projects as directed.
Assumes responsibility for delegated administrative and clerical tasks; creates, edits, and reviews various documents, memos, letters, or reports after checking for accuracy, content and compliance with regulations; composes routine replies requiring understanding of procedures and policies; prepares various notices and/or legal notices and advertisements and has them published.
Establishes and maintains files and records; schedules document/record archive and disposal.
Maintains calendar for the Judge, Justice of the Peace, or Associate Judge; arranges and schedules meetings; prepares and distributes meeting agendas; attends meetings and takes notes and/or minutes; revises, sorts and extracts files and documents.
Interprets Federal and State Constitution, State Statutes and county policies, procedures and regulations and stays informed of changing legislation.
Makes travel arrangements, prepares itinerary and travel budget, and submits travel items for approval; processes and submits travel vouchers with corresponding receipt documentation for payment.
Processes and reviews purchase orders and invoices; authorizes payments up to specific limits; monitors spending and budget balances, encumbrances, transfers and appropriations; and maintains inventory of supplies needed by the department; processes billings; receives payments; balances receipts with payments.
Assists the office staff with information technology issues; serves as a liaison between the office and the Information Technology Department; reports any equipment maintenance needs for appropriate action.
Prepares and submits annual budget requests on behalf of the Judge, Justice of the Peace, or Associate Judge; maintains records of department budget throughout the fiscal year as directed.
Performs legal secretarial duties; notarizes documents.
Develops internal policies and procedures.
Maintains confidentiality.
Substitutes, if assigned, for coworkers during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations.
Attends and participates in meetings, training and information sessions.
Meets with Presiding Judge, Justice of the Peace, or Associate Judge to identify and resolve problems.
Submits items to the County Clerk for Commissioners Court agendas.
Supervises department employees as directed, including assigning and reviewing work, training, completing performance evaluations, and making recommendations on hiring, terminating, and disciplining personnel.
Motivates and evaluates department staff as directed; provides or coordinates training and works with employees to correct deficiencies.
Maintains online website; formats and updates files on the department webpage.
Stays abreast of new trends and innovations in the field.
Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts.
Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.
Manages the jail docket for the court to ensure that defendants are brought to court in a timely manner for their appearance(s) in court; works with jail management to expedite the cases for incarcerated individuals so as not to incur a greater cost to the county; assists with arraignment-jail pleas and sentencing procedures.
Plans and orders each week the summons of jurors adequate for the court from the standpoint of both economy and efficiency based on each court’s schedule and docket and follow-up on absentee jurors.
Divides and assigns individual panels to be used by the court; plans the re-use and reassignment of jurors to meet the court’s needs after qualification of the central panel.
Coordinates the availability of courtroom and personnel (i.e., visiting judge, court reporter and bailiff).
Performs mail runs to County’s mail room and delivers correspondence to various departments as needed.
Performs such other related duties as may be assigned.
Work extended hours and weekends as an executive employee reporting to the Judge.
Maintains a professional caliber of attire and decorum at all times.
Maintains a safe and healthy work place environment.
May require out of town travel for professional conferences and meetings.
As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.