Misdemeanor & Traffic Division - Meeks Justice Centre - Judicial Data Coordinator

Allen County

Job Descriptions

JUDICIAL DATA COORDINATOR

Department: Superior Court – Misdemeanor and Traffic FLSA Status: Non-exempt

Classification/Level: B5 Date: 5/2023

Under the direction of the Misdemeanor and Traffic Supervisor, the Judicial Data Coordinator is responsible for reviewing the Court’s orders, executing the appropriate documents and entering critical data into the Odyssey Case Management System and Incite, if applicable. The Judicial Data Coordinator processes high volumes of complex work in a fast paced, courtroom environment, where the highest degree of accuracy and speed are required. This position is covered under the Superior Court Employee Handbook. This is an employee-at-will position.

Essential Functions

• Analyzes court orders made by judicial officers, as proceedings occur in real time, to ensure all legal requirements are satisfied and detects any errors, all while rapidly entering system data into Odyssey to reflect the Court’s orders, producing an accurate record.
• Prepares various documents referring defendants to Criminal Division Services, Allen County Community Corrections for home detention and/or community service purposes, as well as private service providers such as Center for Non-Violence and Caring About People as ordered by the judicial officer in real time with the actual court proceedings.
• Issues documents timely and accurately to the Bailiff to enable the Sheriff to release defendants from incarceration or remand same into custody for often times 50 to 60 prisoners. Failure to do so could result in unjust incarceration.
• Recalls active warrants as directed by a judicial officer, including preparation of the official warrant recall for the Sheriff of Allen County, and accurately adds data in Odyssey, which in turn removes warrant flags that are visible to Odyssey users across the State of Indiana.
• Modifies and processes no contact orders in INcite (Protective Order Registry used by various courts and law enforcement in Indiana) and updates Odyssey with same.
• Enters conviction data in Odyssey which interfaces with the Indiana State Police – Central Repository creating/updating the official criminal history of defendants. Indiana State Police – Central Repository automatically updates the records of the FBI.
• Processes court orders involving the driving privileges of defendants ensuring the accuracy of the records at the Bureau of Motor Vehicles. Notifies Clerk’s Office of orders to produce and release of bonds involving bail agents and bond companies. Notifies law enforcement of orders directing the destruction of weapons.
• Maintains and coordinates court trial calendars, including the preparation of the yearly court trial calendars, schedules revocation hearings, restitution hearings, infraction bench trials, expungement hearings and city bench trials. Distributes calendars to city attorney and reschedule trials for attorneys who have scheduling conflicts.
• Distributes various reports from different reporting agencies necessary for sentencing proceedings. Notifies judicial assistant of the need for interpreter services for various languages related to upcoming court proceedings as well as cancelations.
  
  

ESSENTIAL FUNCTIONS (continued)

• Assists judicial officers with special requests such as record checks and status of counseling with reporting agencies. Prepares the bench prior to court proceedings to ensure all necessary documents and supplies are readily available.
• Answers telephone inquiries made by citizens, attorneys, defendants, law enforcement agencies, and other government departments in a professional and courteous manner without violating Administrative Rule 9 which governs confidentiality.
• Performs all other duties as assigned, including overtime as required
  
  

Requirements

• High School Diploma or GED and more than two years’ court system experience
• Legal Experience and Knowledge of Courtroom Procedures
• Working knowledge of the requirements, practices, and procedures for accurate processing of all cases related to the Misdemeanor and Traffic Division
• Detail oriented
• Strong organizational and time management skills
• Ability to multi-task, prioritize and work in a fast-paced environment
• Strong written and communication skills
• Ability to maintain strict confidentiality
• Strong computer skills, including experience with Odyssey Case Management System (including Task Manager Queues), Efile.incourt.gov (E-filing system), Incite Applications (Bureau of Motor Vehicles Portal and Protection Order Registry), Microsoft Office (Outlook, Excel and Word)
• Strong verbal and written communication skills to effectively communicate with attorneys, the general public, law enforcement agencies, court personnel and other government agencies
• Ability to maintain strict confidentiality
• Ability to use standard office equipment: multiline telephone, computer, printer, fax and scanner
  
  

Difficulty Of Work

The Judicial Data Coordinator performs work that is moderately complex, relatively standardized tasks, processes or operations when preparing various documents referring defendants to Criminal Division Services, Allen County Community Corrections for home detention and/or community service purposes, as well as private service providers as ordered by the judicial officer in real time with the actual court proceedings.

Responsibility

The Judicial Data Coordinator makes choices and takes actions in performing a variety of relatively standardized assignments or tasks when maintaining and coordinating court trial calendars, including the preparation of the yearly court trial calendars, scheduling revocation hearings, restitution hearings, infraction bench trials, expungement hearings and city bench trials.

Personal Work Relationships

The Judicial Data Coordinator maintains frequent contact with attorneys, law enforcement, court personnel, other government agencies and the general public when performing the essential functions of the job.

Working Conditions

The Judicial Data Coordinator works in and out of a courtroom setting with frequent sitting and the ability to move about freely. Some lifting of up to twenty pounds, bending, kneeling, crawling and very frequent reaching over head are required. Very frequent typing, attention to detail and proofreading and frequent monitoring of equipment and detailed inspection exists. The Judicial Data Coordinator is sometimes exposed to loud noise and has extensive contact with prisoners who may be violent and/or aggressive.

Supervision

None

Licensing

None

Immediate Supervisor

Misdemeanor and Traffic Supervisor

Hours

Monday – Friday; 8:00 – 4:30 pm; 37.5 hours/week; overtime as required

Eeo Category

0106

Workers’s Comp Code

8820

I agree that the contents of this job description are a fair and accurate representation of the duties of this position being described.

Employee Signature: ____________________________________________ Date: ____________________

Supervisor Signature: ____________________________________________ Date: ____________________

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.