What are the responsibilities and job description for the Court Support Services Coordinator position at Franklin County Court of Common Pleas?
Purpose of Position
The purpose of this position is to oversee the duty magistrate processes, research and manage the arraignment list and associated tasks, process off site record retrieval requests; distribute in person transcript request, manages incoming mail and packages, and manages incoming internal and external telephone calls.
Essential Job Functions & Competencies
- Foster and support an inclusive and culturally competent work environment.
- Promote and adhere to court policies, procedures, and professional standards.
- Contribute to a collaborative, supportive, and productive team environment.
- Provide daily support for Duty Magistrate proceedings.
- Open courtroom and check in parties.
- Explain procedures to pro se litigants regarding any hearings including but not limited to judgement debtor examinations, garnishments, forfeitures, and excess fund hearings.
- Oversee the e-filing queues.
- Prepare and e-file legal documents, including but not limited to, continuance orders, adoption of magistrate decision, distribution of excess fund orders.
- Collect weekly duty magistrate docket sheets for scheduled proceedings.
- Research arraignment list; identify defendants with pending and active community control cases according to local rules.
- Type, track, and e-file transfer entries generated from the research of arraignment lists.
- Pick up, sort and distribute criminal and civil case history cards for the Judges’ chambers.
- Update and distribute revised case history cards to appropriate employees.
- Serve as primary relief coverage for Administrative Support Assistant related to mock trial coordination.
- Maintain effective communication with court personnel, stakeholders, and the public.
- Greet and provide information to attorneys, case participants, visitors, and members of the public.
- Processes in person transcript requests.
- Manages processes related to requests for offsite records.
- Open, sort, and distribute incoming mail and prepare outgoing correspondence and facsimiles.
- Open, sort, and distribute incoming packages and complete required forms.
- Manages incoming internal and external telephone calls.
- Maintain professionalism and composure in high-volume or stressful situations.
- Respond courteously and accurately to inquiries.
- Maintain professional attire and demeanor.
- Participate in professional development activities and training.
- Adhere to assigned work schedules and demonstrate regular and predictable attendance.
- Maintain confidentiality of sensitive and protected information.
- Perform other duties as assigned.
The aforementioned duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Knowledge, Skills & Abilities Required to Perform Essential Job Functions:
- Ability to review, classify, categorize, prioritize, and/or analyze data, including exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
- Ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
- Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
- Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
- Ability to perform addition, subtraction, multiplication, and division. May include counting, recording of counts, and basic measuring.
- Ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
- Ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
- Ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
- Essential functions are regularly performed without exposure to adverse environmental conditions.
In addition to the Essential Job Functions and Knowledge, Skills, and Abilities identified, the following competencies are considered during the hiring process and are integral to the position:
Knowledge, Skills, and Abilities:Possesses, acquires, and maintains the technical/professional expertise required to do the job effectively and to create solutions. Technical/professional expertise is demonstrated through problem-solving, applying professional judgment, and competent performance.
Decision-making/Problem Solving: Makes sound, well-informed, and objective decisions promptly. Compares data, information, and input from a variety of sources to draw conclusions. Takes action that is consistent with available facts, constraints, and probable consequences. Applies both rational and creative processes to identify unknown root causes of problems. Based on the situation, decides the best course of action, implements the solution, and evaluates the outcome. Calculates and evaluates the long-term consequences of a decision.
Stress Tolerance: Maintains effective performance under pressure. Handles stress in a manner that is acceptable to others and the organization. Stays calm and even-tempered when handling crises, stressful situations, continuous change, or unexpected developments. Able to recover from difficult situations and is seen as a settling influence in a crisis.
Teamwork: Works effectively in a team environment to accomplish organizational goals. Builds constructive working relationships with interested stakeholders to identify and meet mutual goals and objectives. Participates as an active and contributing member of teams with a focus on improving offender outcomes and department goals. Shares information and credit as appropriate for team accomplishments. Helps create and maintain strong morale and a feeling of belonging in his/her team. Acts as if "true success" is the success of the whole team.
Conflict Management: Uses appropriate interpersonal styles and techniques to reduce tension and/or conflict between two or more people, can size up situations quickly, can identify common interests, and facilitate resolution. Steps up to conflicts and sees them as opportunities. Finds common ground and achieves cooperation without disruption to workflows or interpersonal relationships.
Cultural Competence: Values an inclusive organization where the differences of all people are respected, valued, and utilized towards achieving common goals. Respects and relates well to people from varied backgrounds and understands diverse worldviews. Sensitive to group differences. Sees diversity as an opportunity, respectfully challenges bias and intolerance. Supports equal and fair treatment.
Communication: Conveys and receives information and ideas through a variety of media to individuals or groups in a manner that engages the listener, helps them understand and retain the message and invites response and feedback. Keeps others informed as appropriate. Demonstrates effective written, verbal, and listening skills.
Collaboration: Develops and maintains effective working relationships with coworkers and stakeholders using strong interpersonal skills to meet mutual goals and objectives. Obtain cooperation from others. Seeks and encourages win-win alternatives.
Influence: Uses appropriate interpersonal skills and techniques to gain support and acceptance for ideas or solutions. Uses influencing strategies to gain mutually beneficial agreements. Seeks to persuade rather than force solutions or impose decisions or regulations and recognizes personal autonomy of others.
Dependability and Reliability: Personally responsible. Completes work in a timely, consistent manner and is committed to being available during business hours to further organizational goals. Demonstrates regular and punctual attendance and arrives prepared for work. Committed to doing the best job possible and diligently follows through on commitments. Consistently meets deadlines.
Minimum Qualifications
- High school diploma or GED
- Minimum of three years’ experience in clerical work
- Proficient in Microsoft Office applications
Preferred Qualifications
- Three years’ experience in court clerical work