Superior Court Coordinator - #495689

Island County

Date: 10/14/2021 17:30 PM

City: Coupeville, Washington

Contract type: Full Time

Work schedule: Full Day

Employee in this position performs various administrative/secretarial functions, including, but not limited to assisting in calendar changing, setting hearings and trials, jury management, legal typing/transcription, and related work to support department operations. Employee has substantial contact with judges, lawyers, litigants, and potential jurors. Employee acts as Assistant Administrator, Bailiff, and Judicial Assistant in the absence of any of these positions.

Job Duties

  • Schedule motions and hearings for the Judges and Court Commissioner that may be requested during the week.
  • Prepare weekly judicial calendars, contacting prosecuting attorney for status of criminal cases scheduled to go to trial; contact litigants for status of cases.
  • Monitors criminal and civil calendar of both judges to ensure compliance with speedy trial deadlines and case flow management standards.
  • Oversees the scheduling of all trials and the preparation of all notices. Assures appropriate caseloads for the Judges. Responsible to schedule "special set" hearings.
  • Responsible in coordinating the office, the judge's calendars, as well as contacting the clerks and attorneys involved in court cases for motions or hearings that are requested during the week.
  • Manages & directs the coordination of judicial time. Determines necessity of bringing in visiting judges in conflict situations; works with other counties to arrange trade. Also determines the need for and schedules pro-tem judges, court reporters and bailiffs.
  • Identify and contact interpreters, sign language and other special needs of the court.
  • Prepare all trial setting notices and mail notices to counsel and parties when appropriate.
  • Record and update court calendars with the change of status of pending trials and hearings.
  • Responsible acting as back up for Jury Management to perform jury duties in the absence of the judicial assistant.
  • Perform legal secretary services, which include typing and transcribing judge's decisions and legal correspondence as needed.
  • Responsible and oversees the account payable vouchers for office statements/bills, deposits, grant funds received from the State with the Treasure's Office.
  • Coordinate purchase orders and requisitions assuring proper approvals, coding, and records with appropriate staff.
  • Coordinate information among a wide range of individuals, departments and agencies, depending upon the particular assigned task.
  • Assist the public, litigants and attorneys by answering question and correspondence related to court policies and procedures, and status of cases.
  • Answer and route incoming phone calls. Respond to inquiries from attorneys, court/clerk office personnel, county agencies/departments and the public regarding cases. Call attorneys and/or parties regarding court proceedings to obtain or relay technical information.
  • Open, sort, and distribute mail according to general knowledge of department activities and programs in the absence of the judicial assistant.
  • Retrieve court files from the clerk's office.
  • Maintain and re-organize office files as needed.
  • Operate office equipment such as word processing equipment, data entry; fax machines, personal computers, telephones, photocopiers, and printers.
  • Responsible for overseeing that the office equipment and software programs are upgraded on a regular basis and are in good working condition. Order Equipment and supplies.
  • Retrieve data on the computer terminal from Superior Court Management Information System (SCOMIS).
  • Coordinate the preparation of the annual budget with the Assistant Administrator (Secondary).
  • Prepare monthly and other required reports (Secondary).
  • Perform other tasks as directed.

Knowledge, Skills & Abilities

  • Knowledge and experience in criminal matters, court rules and procedures of Superior Court.
  • Good working knowledge of time management skills, both for self and staff. Knowledge of litigation support tasks.
  • Independent and self-motivated to complete required deadlines by priority of tasks.
  • Ability to take direction from more than one individual.
  • Familiarity with tools, instruments, including computer techniques commonly used in the performance of related tasks.
  • Knowledge and ability to access statewide computer system to verify status of cases and participants.
  • Effectively communicate with others for purposes of gathering and relaying information, including maintaining a high level of efficiency and decorum in dealing with the public.
  • Familiarity with a variety of informational resources available to function with various departments, as well as to accurately respond to the difference types of requests generated by the community when dealing in various tasks.
  • Ability to understand and follow oral and written directions. Perform a variety of administrative functions and provides legal secretarial support to Superior Court judges.
  • Ability to perform a variety of specialized, complex and technical duties relating to the operations of the court system.
  • Responsible for the training of new staff and/or part time assistants.
  • Ability to schedule court appearances for matters on the court calendar such as suppression hearings, restitution hearings and show cause hearings.
  • Responsible for acting as a liaison between the Prosecutor's office, law & justice agencies and various state and county agencies. Ability to rapidly prioritize and accurately complete multiple tasks.
  • Good working knowledge of office equipment, multiple software programs and calendar systems.
  • Ability to recognize and maintain confidentiality of sensitive materials and information pertaining to adoption, mental, truancies, diversion and juvenile dependency files.
  • Ability to quickly grasp new techniques; deal with rapid change in events.
  • Ability to be observant and alert to the activity of any individual that might be dangerous or hazardous to those in or near the courtrooms and remain calm in stressful situations.
  • Ability to effectively communicate with others, both orally and in writing. Able to work independently and be self-motivated to complete tasks by required deadlines while simultaneously working on other tasks.
  • Coordinate information among a wide range of persons, departments and agencies, depending upon the particular assigned task.
  • Ability to act as Assistant Administrator in her/his absence for bailiff and judicial assistant.
  • Aid Assistant Administrator with the interview process for potential new hires.

Education, Experience & Certifications

  • High School diploma or equivalent.
  • Minimum of five (5) years experience in a paralegal/legal secretary position; experience should demonstrate efficiency and awareness of statutory and court imposed deadlines as well as a broad-based legal background. Paralegal Certificate, Professional Legal Secretary (PLS) or equivalent work experience or any combination of knowledge and experience that qualifies the applicant for the position.
  • Ability to successfully complete various required training classes and obtains certificates necessary for functional skills, performance, maintenance and improvement.
  • Ongoing education and seminars in court administration as needed

Island County is an Equal Opportunity Employer.

Job Type: Full-time

Work Location: Multiple Locations

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