COUNCIL OF JUDGES - ASSISTANT CASE MANAGER

Acceptable Experience and Education

Associates Certificate in Business or related field with two (2) years of administrative/staff support experience Depending on area assigned or College Degree 

Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certificates and Licenses Required

None

Essential Duties

Performs administrative and clerical tasks, including correspondence, report preparation; and other materials for review and signature; reads and reviews outgoing correspondence; performs data entry, may receive payments; and processes mail;

Assists in preparing and organizing the daily scheduled cases for No-Show Hearings; prepare notices on absent jurors as directed by the District Judge or Assigned Judge; research thru the computer programs, HDR system and Jury Plus 2018, all the returned certified mail notices sent to jurors who failed to appear for court and up-date their latest address and phone number information;

Assists in maintaining files and records on the No Show Hearings;

Handles the docket and the scheduling of Jurors; ensures notices are sent to the parties;

Gathers, organizes, and summarizes information for jury no show packets; possibly prepares various routine reports, tables, and graphs;

Trains on processes;  

Establishes and maintains files and records;

May serve as the initial point of phone, email, or personal contact for Jurors, outside agencies, other county departments and the general public concerning jury inquiries or complaints about its services; researches information; make appropriate referrals for assistance, if needed;

Greets and assists County personnel, officials and the public in person and over the telephone.  Involves: Greeting and responding to visitors and personnel in a professional manner; exercises proper telephone etiquette, responds to inquiries, takes messages and forwards inquiries to the appropriate party; 

Receives and sorts mail, interoffice correspondence, packages and other communications, including emails from jurors, Involves: Identification of recipient and delivery priority, review and maintenance of appropriate level of confidentiality, and distribution of all communications;

Performs mail runs to County’s mail room and delivers correspondence to various departments as needed;

May perform calendaring activities; plans, schedules and coordinates special events;

Schedules document archive and document disposal;  

Reports any equipment maintenance needs for appropriate action;   

As directed, orders and maintains supplies; keeps inventories;  

Reports any equipment maintenance needs for appropriate action;   

Maintains confidentiality;  

Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations; 

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.

May serve as back up:

Receives and processes fine waivers; 

Evaluates and ensures proper documentation; 

Depending on area assigned:

Prepares and pulls dockets; issues citations and summons; balances reports; judgments; files and stores documents; attends court; 

May involve the operation of multi-line telephone system;

Notarizes documents;

Attends meetings when called for;

Performs criminal searches as required;

Reviews purchase orders and invoices;

Enters time records for self.

Other Important Duties*

Performs such other related duties as may be assigned.

Maintains a safe and healthy work place environment. 

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. 

Summary of Position

The Assistant Case Manager assists the Court in monitoring cases set for hearings and assisting to institute measures to effectively minimize backlog.    The incumbent assists in the maintenance of case files and records with a focus on keeping them current, accurate and complete prior to the scheduled court hearing.   In addition, the Assistant Case Manager assist in researching using the program software, and completes duties assigned by the District Court Judge or the Assigned Judge.

Organizational Relationships

Reports to: Supervisor, Manager, Department Head, District Court Judge or Assigned Judge

Directs: This is a non-supervisory position

Other:  Has frequent contact with other county employees, lawyers, judges, legal staff, law  enforcement personnel, other public agencies and the general public

Minimum Requirements: Knowledge, Skills, and Abilities

Knowledge of: county department policies; the principles and practices of modern office administration; secretarial practices and procedures; business correspondence and report preparation; customer service/public relations practice and procedures; English usage, grammar, punctuation and spelling; techniques for effective interpersonal communications; modern office procedures, methods and computer equipment to include Windows, Odyssey and Microsoft based products, such as Word and Excel.

Skill/Ability to: Learn the organization, procedures and operating details of the County department to which assigned; attention to detail and established deadlines; perform word processing and data entry; perform routine clerical work including maintenance of appropriate records and preparations of general reports; verify and cross check files and data; maintain confidential records and reports; must be able to work under pressure, prioritize tasks and meet deadlines; must be organized, detail-oriented, and accurate; be tactful and diplomatic in dealing with the public, members and government officials; complete projects on time; operate personal computer using standard office operating software and general office equipment; maintain filing systems, compile and organize information; communicate effectively both orally and in writing; make mathematical computations; and establish and maintain cooperative and effective relationships with those contacted during the course of work. Pass a background investigation Depending on area of assignment: may require bilingual in Spanish; and typing speed of 45 words per minute; 

Each and every county position requires the following professional skills and abilities as key and necessary elements of performance: 

• Demonstrate regular and reliable attendance;
• Work well with others and participate fully in a team oriented environment;
• Interface with other employees and customers in a courteous and respectful manner;
• Maintain strict confidentiality;
• Project positive support of their department and all county organizations at all times; and,
• Maintain and enhance the County’s commitment to customer service excellence

Salary : $37,392