Court Coordinator

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Court Coordinator
Duties : 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; 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; Notifies attorneys, defendants, plaintiffs, bondsmen, and other applicable parties of trial, pretrial and all other hearings; resets or continues cases and hearings as directed; 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 web-page; 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; and 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; and 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.

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