Judicial Data Coordinator

Department: Superior Court – Misdemeanor and Traffic FLSA Status: Non-exempt
Classification/Level: Office Support, PG-05 Date: 05/2025

Under the direction of the Misdemeanor and Traffic Supervisor, the Judicial Data Coordinator supports courtroom operations by reviewing court orders, preparing legal documents, and entering critical data into the Odyssey Case Management System and INcite, as applicable. This role involves processing high volumes of complex work in a fast-paced courtroom environment where accuracy and speed are essential. This position adheres to the guidelines outlined in the Superior Court Employee Handbook and is classified as an employee-at-will position.

ESSENTIAL FUNCTIONS:

• Analyzes court orders in real time during proceedings to ensure legal requirements are met, identifies errors, and promptly enters accurate data into Odyssey to reflect judicial decisions.
• Prepares legal documents as ordered by judicial officers, including referrals to Criminal Division Services, Allen County Community Corrections, and private service providers (e.g., Center for Non-Violence, Caring About People).
• Issues time-sensitive documents to the Bailiff to enable the Sheriff to release or remand defendants, often involving 50–60 prisoners, where delays could result in unjust incarceration.
• Recalls active warrants at the direction of judicial officers, prepares official recall notices for the Sheriff, and updates Odyssey to remove statewide warrant flags.
• Modifies and processes no contact orders in INcite (Protective Order Registry) and updates corresponding data in Odyssey.
• Enters conviction data into Odyssey, which interfaces with the Indiana State Police Central Repository and updates official criminal histories, including FBI records.
• Processes court orders affecting driving privileges, ensures record accuracy with the BMV, notifies the Clerk’s Office of bond-related actions, and informs law enforcement of orders to destroy weapons.
• Maintains and coordinates court trial calendars, including scheduling hearings (revocation, restitution, expungement, infraction, city trials), preparing yearly calendars, and rescheduling conflicts.
• Distributes sentencing-related reports from external agencies and notifies the judicial assistant of interpreter needs or cancellations.
• Performs team audit of high priority tasks carried out by co-data judicial coordinators.
• Conducts team audits to ensure accuracy and consistency of high-priority tasks completed by co-data judicial coordinators.
• Assists judicial officers with special requests, such as case status updates or counseling records, and prepares the bench with necessary documents and supplies prior to court.
• Responds to inquiries from attorneys, defendants, the public, law enforcement, and other agencies while adhering to confidentiality requirements under Administrative Rule 9.
• Performs other duties as assigned, including required overtime.

REQUIREMENTS:

• High school diploma or GED and more than two years of court system experience
• Legal experience and knowledge of courtroom procedures
• Working knowledge of practices and procedures for processing Misdemeanor and Traffic Division cases

REQUIREMENTS (Continued):

• Strong computer skills, including Odyssey Case Management System (including Task Manager Queues), Efile.incourt.gov, INcite Applications (BMV Portal and Protective Order Registry), and Microsoft Office (Outlook, Excel, Word)
• Strong verbal and written communication skills to interact effectively with attorneys, the public, law enforcement, court personnel, and other agencies
• Ability to maintain strict confidentiality
• Strong organizational skills and attention to detail
• Ability to multi-task, prioritize, and work efficiently in a fast-paced environment
• Proficiency with standard office equipment including a multiline telephone, computer, printer, fax, and scanner

PERFORMANCE EXPECTATIONS:
The Judicial Data Coordinator is expected to perform high-volume, detail-intensive work in a fast-paced courtroom environment with a high degree of accuracy and professionalism. This includes processing real-time court orders, preparing legal documents, and maintaining accurate records in multiple systems such as Odyssey and INcite. The coordinator must demonstrate strong organizational, communication, and multitasking skills while maintaining strict confidentiality and adhering to court procedures. Timely execution of duties directly impacts legal outcomes, prisoner release decisions, and the integrity of official records.

RESPONSIBILITY:
The Judicial Data Coordinator is responsible for accurately processing court orders, maintaining case records in Odyssey and INcite, and preparing legal documents. The role includes independently managing court trial calendars, scheduling various hearings, and ensuring timely coordination of courtroom activities. Strong attention to detail and confidentiality are essential, as the coordinator’s work directly impacts legal outcomes and official records.

PERSONAL WORK RELATIONSHIPS:
The Judicial Data Coordinator interacts frequently with judicial officers, attorneys, law enforcement, court staff, government agencies, and the public. These interactions require professionalism, clear communication, and discretion, particularly when handling sensitive or confidential information related to court proceedings.

WORKING CONDITIONS/PHYSICAL DEMANDS:
The Judicial Data Coordinator works primarily in a courtroom and office setting, with frequent sitting and data entry. The role requires regular movement throughout the courtroom, occasional lifting of up to 20 pounds, and frequent reaching, bending, and kneeling. High levels of mental focus and attention to detail are essential due to the volume and complexity of tasks. The position may involve exposure to loud environments and interaction with incarcerated individuals who may be aggressive.

• Extended periods of sitting and repetitive typing
• Frequent bending, kneeling, and reaching overhead
• Occasional contact with incarcerated individuals in high-stress settings

The description below outlines the physical requirements specific to the Judicial Data Coordinator’s role:

PHYSICAL REQUIREMENTS Occasionally = 1 to 2 hours Frequently = 3 to 4 hours Repeatedly = 5 to 6 hours Continuously = 7 hours
Sitting X
Standing X
Walking X
Fine Motor Skills X
Gross Motor Skills X
Repetitive Motions X
Lifting X
Carrying X
Pushing/Pulling X
Physical Endurance X

SUPERVISION:
This position does not supervise other employees.

LICENSING:
No specific licenses are required.

IMMEDIATE SUPERVISOR:
Misdemeanor and Traffic Supervisor

HOURS:
Monday – Friday, 8:00 AM to 4:30 PM (37.5-hour standard workweek); overtime as required.

Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You'll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you're selected for an interview.

We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.