Court Coordinator - 272nd District Court

General Summary:
The primary duties of the 272nd Court Coordinator are to manage, direct, coordinate and plan the operations of the Court;  coordinate and maintain the Court’s calendar and docket; coordinate with the various county office staff, case-related attorneys and staff, and pro se litigants in setting hearings, case management, and timely disposition of cases; act as a liaison between the judge and other offices, county departments and the general public regarding cases and court calendar; and to assist the Judge in making certain decisions concerning case and court docket management.  

Essential Duties:

DOCKET MANAGEMENT
• Maintains and controls the master docket for the 272nd Court, including the creating, setting and preparation of weekly and monthly dockets.
• Schedules court proceedings and maintains court calendar, including resolving calendar conflicts for judge, attorneys, and litigants. 
• Maintain close contact with the district attorney’s office to allow sufficient docket control of criminal docket.
• Attend and assist court in calling dockets to get announcements and resetting cases for date and purpose certain.
• Prepare and/or supervise notification to attorneys on case settings.
• Prepare and/or supervise preparation, duplication, and distribution of all dockets for use by court personnel.
• Work with the Judge to determine better and more efficient procedures on dockets and case flow to enable fair and speedy disposition in all court cases.
• Supervise and evaluate data and records on case flow and time elements involved in cases for planning and performance purposes.
• Utilize electronic case management systems in order to track cases and determine if time limits set are being met.
• Implement, maintain and/or supervise tickler system to ensure timely case flow.
• Coordinate, inform and/or supervise court bailiff of defendants in custody and their scheduled dates and times for appearances in court.
• Implement, maintain, and/or supervise a system to monitor the status of cases set for trial.
• Keep the court informed of any changes in status of weekly and monthly dockets.

TRIAL MANAGEMENT
• Set trial dockets.
• Compile, issue and distribute trial orders and instructions for criminal, juvenile, civil, family law jury trial dockets.
• Plan, coordinate and supervise the mechanics of notice to all connected with trials.
• Coordinate the availability of attorneys, parties, court personnel, and courtroom space.
• Reset all cases not reached for trial.
• Determine and coordinate the availability of visiting judges through the Regional Presiding Judge.
• Make recommendations for improvements and procedures.

DUTIES SPECIFIC TO THE 272ND COURT COORDINATOR POSITION:
•  Schedules court proceedings and maintains court calendar, including resolving calendar conflicts for judge, attorneys, and litigants with approval of court in Juvenile cases referred to the 272nd Court.
• Liaison for Court and Information Technology Department in computer software-related matters.
• Prepares paperwork for Judge as needed.
• Responsible for entry of criminal case disposition and some juvenile dispositions in county software program.
• Responsible for entering the required CJIS reporting for adult criminal and some juvenile charges.
• Performs general clerical duties when court is not in session.
• Performs duties of the Administrative Secretary in that person’s absence.
• May perform some duties of the Court Bailiff.
• Assist Judge in State Jail Diligent Credit communications with TDCJ.
• Assist Judge in TDCJ Pre-Release notifications.
• Assist Judge in paperless procedures, processing documents in the Courtroom and in use of technological equipment in Courtroom.
   
JURY MANAGEMENT
• Plan and order at the proper time the summons of jurors adequate for the court trials, keeping in mind both economy and efficiency based on the court’s schedule and docket.
• Make recommendations for the comfort and convenience of jurors awaiting assignment.
• Triage or direct inquiries from respective jurors to the appropriate person/department.
• Plan and coordinate juror security with the court bailiff and Sheriff’s Office during regular hearings and/or the trial of major criminal cases.

PERSONNEL MANAGEMENT
• Assist the judge by screening, interviewing, and recommending persons for employment by the court.
• Plan and supervise the initial training for court employees.
• Assist in the review of personnel policies when required by the Court.

RECORDS AND REPORTS
• Supervise record keeping of all court functions and dockets.
• Prepare periodic reports as requested by judges, the courts, and other departments.
• Prepare an annual report of court work and cases processed.
• Prepare and/or supervise the schedules, statistical reports, and other matters at the request of the judge, court, and general public.

PROFESSIONAL DEVELOPMENT
• Maintain awareness of developments in court administration.
• Participate in continuing professional education programs.

PUBLIC RELATIONS
• Reply to inquiries from the public on court business and/or direct to the appropriate person.
• Plan and arrange court tours for students and other groups.
• Represent the court at various functions.
• Make arrangements, as requested, for media representatives who attend court trials and conferences.
• Act as liaison by representing the court on various matters before the administrative judicial regions and courts of other jurisdictions.

RESEARCH AND RESOURCES
• Acquire and maintain materials and contact with related professional disciplines.
• Maintain special legal resource files.
• Obtain and organize legal materials as requested by judge.
• Research specialized topics as assigned by judge.

GENERAL ADMINISTRATION
• Expedite all other non-routine administrative matters as they arise.
• Prepare and recommend rule changes.
• Evaluate and coordinate court schedules.
• Prepare non-routine correspondence for judge.
• Develop procedures to merge documents to expedite routine correspondence such as pretrial notices, transmittal letters, and juror correspondence.
• Assist with any administrative duties as requested or required by the judge.

FISCAL
• Assist in department budgeting.
• Control budget spending upon request of Judge.

Other Duties as assigned.

Supervision   
Received: From District Judge
Given: This is a non-supervisory position. However, provides direction to other court personnel.

Education   
Required: High school graduation or its equivalent, plus at least two years of experience; or any equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
Preferred: Working knowledge of Odyssey.

Experience   
Required: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Preferred:       

Certificates, Licenses, Registrations   
Required:   Meet the annual requirement for continuing education hours for per Section 74.106 of the Texas Government Code and Rule 6 of the Rules of Judicial Education promulgated by the Court of Criminal Appeals
Preferred:       

Physical Demands   
Typical: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; bend and kneel; and talk and hear. The employee frequently is required to stand and walk. The employee must frequently lift and/or move objects weighing up to 20 pounds, such as books and stacks of records.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, color vision, and ability to adjust focus.

Knowledge, Skills, & Abilities   
Typical: Court rules, procedures, and regulations; trial proceedings and orders, standard office practices and procedures; and personal computers. Read and apply the law in preparing and organizing court’s charges; operate computers, including word processing and spreadsheet software; type accurately; effectively manage case load; perform basic mathematical calculations; understand and follow instructions; write letters and memos; communicate effectively, both orally and in writing; and maintain effective working relationships with co-workers, judges, attorneys, and the general public.  Sending and responding to numerous emails every day.  Ability to E-File documents.

Work Environment   
Typical: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The employee is constantly required to work closely with others as a part of a team to perform tedious, exacting work, and to work under time pressures to meet deadlines.  The employee is frequently required to perform multiple tasks simultaneously, and to switch from one task to another.  

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