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HomeMy WebLinkAboutSuperior Court CoordinatorJob Title: Department: Reports To: FLSA Exempt (Y/N): HOURS: Union: BBP: Salary Level: Approved By: Approved Date JEFFERSON COUNTY Job Description Superior Court Coordinator Superior Court Superior Court Administrator/Superior Court Judge No .5 FTE UFCW No Grade 23� L Human Resources lire L"C,',—�� 7/23/2024 SUMMARY The Superior Court Coordinator provides assistance to the Superior Court Administrator, coordinating the non judicial functions of the Superior Court. Must be familiar with numerous court rules, statutes, case types and causes of action, in addition to complex processes associated with each and with the courtroom, and records management. Must also be comfortable with using multiple technology systems, in addition to standard office software. SUPERVISION RECEIVED The Superior Court Coordinator receives supervision in the performance of their duties; supervision and guidance are received from the Superior Court Judge and the Superior Court Administrator. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Coordinates schedules for judicial activities such as special set hearings, trials and settlement conferences for the County Superior Court Judge, visiting judges from other jurisdictions, Court Commissioners and pro tem Judges. Provides professional customer service in person, by phone or email, to a wide variety of individuals ranging from judicial officers and attorneys to other agencies and the public. Assists with invoicing, collecting fees, processing information in a database, managing grants and contracts, and reporting hours for payroll. Assists with bi-annual budget. Assists with organizing the Jefferson County Law Library including maintaining current subscriptions. Assists with maintaining the audio/video system in courtroom, and coordinating the service providers contract and ordering process. Jefferson County Job Description: Superior Court Coordinator Page 2 of 4 Recognizes and investigates problems that affect case flow and recommends corrective measures. Performs other tasks as directed. REQUIRED KNOWLEDGE AND ABILITIES Ability to read, analyze, and interpret common scientific and technical journals, policy and regulations, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to other employees, department leaders, public groups, and/or boards of directors. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Ability to use personal computer and software, computer terminal, calculator, and other office equipment standard to areas of assignment and to adapt to new and/or modified equipment which may be acquired. Ability learn and adapt to evolving technologies that support word process and court organization. Ability to learn and acquire thorough knowledge of Washington State Superior Court procedures. Maintain a high standard for accuracy, completeness, and efficiency in the preparation of reports and other information. Independent and self -motivated to complete required deadlines while simultaneously completing other tasks. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions EDUCATION and/or EXPERIENCE High School Diploma or general education degree (GED); and minimum two (2) years related experience in a public or private legal setting in the State of Washington, or equivalent combination of education and experience. Must be proficient in Microsoft Windows applications.. Successful completion of various required training classes to obtain certificates necessary for functional skills performance, maintenance and improvement. Jefferson County Job Description: Superior Court Coordinator Page 3 of 4 LANGUAGE SKILLS Ability to read and interpret legal documents as well as operating and maintenance instructions, procedure manuals and court rules. Ability to write standard office correspondence. Ability to speak effectively and respectfully to groups or individuals from widely divergent educational and cultural backgrounds. Handwriting must be legible. MATHEMATICAL SKILLS Ability to add and subtract two digit numbers, to multiply and divide, and to work with percentages. Ability to perform these operations using units of American money. Compute interest and days of the calendar. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. CERTIFICATES, LICENSES, REGISTRATIONS Valid Washington State Driver's License Completion of a Criminal History Background Check OTHER KNOWLEDGE, SKILLS AND ABILITIES Knowledge of legal office practices and procedures and legal terminology, and document formats. Knowledge formal recording procedures, court proceedings, record keeping, cashiering, light bookkeeping and proficiency in legal terminology. Ability to operate personal computer, computer terminal and standard office machines, including a data entry and retrieval terminal, specialized electronic recording equipment, word processing, etc. and legal terminology and citation formats. Required typing skill is 55 to 60 wpm. Proficient knowledge of English grammar and punctuation. Knowledge of the operation of the court and case processing activity. Ability to work independently and in a work environment. Ability to establish and maintain effective working relationships with co-workers, public officials and the general public. Must possess a pleasant and professional attitude in person and on the telephone. Ability to quickly grasp new techniques, deal with rapid changes in events, remain calm in stressful situations, relate to various personality styles in a calm, professional manner. Jefferson County Job Description: Superior Court Coordinator Page 4 of 4 Maintain confidentiality of sensitive information. Assure efficient and effective utilization of volunteers and department personnel, funds, materials, facilities, and time. Examine legal documents submitted to court for adherence to procedures or form and follow up with litigants and attorneys to enforce court rules and statutory requirements. Enter case related data into Odyssey, Washington's case management software application; retrieve data from the system, and apply rules of confidentiality to facilitate full access to public court records and prevent disclosure of sealed or confidential court records and protected personal information of litigants. If multilingual, provides limited interpreter assistance as needed in the performance of job duties. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit at a desk or stand at a counter, and to talk or hear. The employee is regularly required to stand; walk; use a step -ladder, use hands to finger, handle, or feel; reach with hands and arms; and stoop, or kneel. Extensive use of the telephone is expected. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision and extensive refocusing between paper, a computer screen, and middle distance. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Most work will be performed in a public office environment, with up to 30% of time spent in the courtroom. Work may be performed in volatile environments. Stress associated with competing priorities and rigid schedules must be considered an element of the job. Sitting very still for extended periods of time is sometimes required. CAREER LADDER POSITION This is not a career ladder position.