Assistant Treatment Court Coordinator

About the Department

Apply online at www.twinfallscounty.org

Position Duties

CLASSIFICATION SUMMARY

This position performs complex legal administrative, secretarial, and clerical duties assisting the Treatment Courts Coordinator. Duties include scheduling, preparation of legal documents, and calendaring.  The work is performed under the general supervision of the Trial Court Administrator and the direct supervision of Court Administration’s Office Manager. The principal duties of this class are performed in a general office environment.

Minimum Qualifications

• Gather and disseminate information to the appropriate team members on a daily basis;
• Maintain accurate records related to client participation and progress and statistical data critical to operation and evaluation of the Treatment Courts program;
• May attend team meetings and Treatment Courts proceedings with emphasis on providing the Treatment Courts Judge with accurate, current and relevant information from all other team members (treatment, probation, testing, PA referrals and sanctions);
• May prepare schedule and agendas for the team meetings and court docket;
• Develop and maintain working relationship with other Court personnel (Clerk’s office, Judges Administrative staff, Sheriff’s Office);
• Follow-up with other team members to ensure requests from Treatment Courts Judge are completed in a timely manner;
• Ensure that the incentives needed for court proceedings are available to the Treatment Courts Judge;
• Communicate with Treatment Courts Coordinator on a daily basis regarding client information, and any operation problems, new referrals, drug testing procedures or issues, etc.;
• Utilize Odyssey to check eligibility and history of new applicants;
• Assist in preparation for Treatment Courts graduations; 
• Monitors and maintains office supplies;
• Perform all duties of the Coordinator in his/her absence independently as relates to the coordination and operation of a treatment court;
• Adheres to the Idaho Judicial Branch Code of Conduct for non-Judicial employees;
• Performs all work duties and activities in accordance with County and Court policies, procedures and safety practices.
• Scan & shred paper as needed; keep track of monthly testing for Treatment Courts
• Sends notices to class presenters;
• Updates client report cards for court, gathers UA test results, treatment notes, sanctions, rewards, payments and incidents; copies, sorts and staples copies for team:
• Updates testing calendars with new participants, incarcerated information, terminations and special testing requested; updates court calendars, adds new clients, updates phases, address, phone numbers and removes terminated clients from the list;
• Inputs client post-court notes, including phase changes, sanctions given, 12-step meetings attended, medical data, incidents, questions or concerns for their next court appearance;
• Processes invoices for payment, checks for accuracy of charges, submits for signature, then copies and sends to Administrative Supervisor for payment;
• Creates and maintains client files, both paper and electronic;
• Performs daily data entry of drug testing results, client progress, testing schedules, etc.;
• Prepares reports (termination, statistical, etc.) necessary for Coordinator and/o staffing team;
• Attends trainings as required.
• Answers incoming phone calls and greets walk-in customers, provides general information to the public, answers questions and inquiries, and provides referrals to other departments or staff as needed;
• Accepts and/or reviews paperwork/applications from clients;
• Compiles, copies, sorts and files/records of office activities, business transactions and other activities;
• Provides clerical and support services to staff members as needed, including but not limited to, taking messages, setting appointments, providing information, processing and preparing documents and correspondence, screening and distributing mail, preparing and tracking mailings and legal notifications, 
• Creates word documents and spreadsheets and/or works with specialized department software;
• Responds to Commissioners’, elected officials’, County employees’ and citizens’ questions and comments in a courteous and timely manner;
• Performs time management and scheduling functions, meets deadlines, and sets project priorities;
• Maintains strict confidentiality in all cases;
• Assists other department and County employees as needed or requested.
  

• Performs other duties as assigned.

Other Qualifications

CLASSIFICATION REQUIREMENTS:

The requirements listed below are representative of the minimum knowledge, skill, and/or ability required for an individual to satisfactorily perform each essential duty satisfactorily and be successful in the position. 

Knowledge of:

• Court and related judicial system operations, processes, procedures, methods, terminology, and policies;
• Drug testing protocols, analysis of results and general pharmacology;
• Strong organizational and time management skills;
• Addiction and basics of best practices for treatment;
• Drug Court model, ten key components and compliance requirements to the State of Idaho guidelines;
• Applicable federal, state, and local Court statutes, codes, and ethical standards;
• Customer service procedures, techniques, and objectives;
• Operation of standard and specialized office equipment;
• Operation of a personal computer and job-related software (Odyssey) 
• Preparation and maintenance of records, files, reports, court calendars and schedules;
• English grammar, spelling, punctuation, and composition;
• Basic bookkeeping and accounting practices and procedures;
• Current office practices and procedures
• Legal documents and terminology;

Skill and Ability to:

• Work cooperatively and constructively with fellow workers and members of the public to provide public service of the highest quality and quantity;
• Follow oral and written instructions;
• Review files and determine their content and completeness and perform follow up work as needed; 
• Operate standard office equipment, a personal computer, and program applications appropriate to assigned duties;
• Establish and maintain effective working relationships with judges, the public, supervisory personnel, attorneys, court personnel, local elected and appointed officials, and other County employees under occasionally stressful conditions;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;
• Perform time management and scheduling functions, meet deadlines, and set project priorities;
• Work well under pressure and maintain a calm and professional demeanor, under stressful or adversarial conditions;
• Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.
• Provide effective customer services with patience and accuracy;
• Assess problem situations and develop effective answers, with or without the supervisor’s help;
• Perform duties with accuracy and attention to detail;
• Speak clearly and communicate accurate information to others;
• Use English to communicate effectively with others;
• Proficiently operate computers, software programs, such as Microsoft Word, Excel, PowerPoint, or similar office software to create documents and other materials, maintain information, and generate reports;
• Listen carefully to, understand, and effectively communicate through oral, written, and interpersonal communication channels;
• Work independently and exercise initiative, with general guidance and supervision;  
• Use good judgment to make sound and reasonable decisions and problem-solving skills to respond to customer service needs in accordance with laws, ordinances, regulations and established policies;
• Demonstrate integrity and ingenuity the performance of assigned tasks and solving problems;
• Perform all duties in accordance with County policies and procedures with regard for personal safety and that of other employees and the public.

ACCEPTABLE EXPERIENCE AND TRAINING:

• High school diploma or GED equivalency; 
• Minimum of 3 years working in a Treatment Court, Criminal Justice System;
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.
• Must successfully pass background investigation relevant to the position and remain in good standing for the duration of employment with the County.