What are the responsibilities and job description for the Court Specialist position at City of Goodyear, AZ?
Job Description Summary
The Court Specialist performs semi-complex administrative, legal, financial and customer service related functions in the customer service division of the Court. Performs administrative duties such as: processing Court filings, coordinating the civil traffic court calendar, entering and updating case information, tracking documents, answering telephones, conducting research, and receiving payments in a fast-paced environment.
This position requires the ability to effectively organize and manage multiple projects simultaneously; demonstrated initiative and sound judgment in decision-making; as well as demonstrated proficiency in front-counter customer assistance skills, receiving documents, conducting financial transactions, and responding appropriately to questions. In addition, this position requires the ability to problem-solve; to work effectively under pressure and tight deadlines; ability to communicate effectively, both verbally and in writing; and the demonstrated ability to effectively use various office technology such as scanners, web-based applications, and MS Office products.The ideal candidate for this position will possess a minimum of 2 years experience in customer service in a Court or similar office environment, with an emphasis on experience involving high volume cash handling and other financial customer service transactions. Experience in resolving semi-complex customer service issues with customers and the ability to effectively and efficiently handle multiple tasks at once is a requirement of this candidate. Preference will be given to candidates demonstrating bilingual proficiency in speaking, reading and writing in the Spanish language.
At the City of Goodyear, you will be a part of an organization that values its employees as its greatest asset. You will become part of a dedicated team of professionals that are committed to build and maintain a highly engaged workforce. You will be challenged to learn and grow in an environment that values employee development and career-building. You will thrive in a culture of innovation. We believe that successful employees are those that possess these six core values:
Adaptability - Integrity - Initiative - Empathy - Optimism – Innovation
Only a limited number of the most qualified applicants meeting the City's requirements will be invited for an interview. The examination process for this position will consist of a panel interview. All communication regarding application status and interview notifications will be sent via email- please monitor your junk/spam email for communication as it will come from a system generated source.
Essential Functions
This information is intended to be descriptive of the key responsibilities of the position. The following functions do not identify all duties performed by the incumbent. Other duties and responsibilities will be performed as assigned.
- Responds to a wide range of inquiries and requests for service involving matters of state statute, rules of procedure, administrative order, municipal ordinance, local policy, and other directives; explains options to court customers associated with court services; reviews forms completed by customers for sufficiency; reviews orders, and other court documents and publications with court customers to ensure understanding and promote compliance; provides initial response to situations involving difficult customers and customer complaints; manages Court Self Help Center to ensure adequate resource information is available to Court customers.
- Processes actions involving civil traffic charges, protective orders, search warrants, and alleged violations of municipal code; assists Court customers with civil traffic and parking citations; processes non-criminal pleas at the front counter; issues Defensive Driving School extensions, payment contracts, and other non-criminal sentencing obligations; dockets case notes for further action; indexes cases for special actions such as daily FTAs for default judgment; accepts correspondence and processes civil traffic dispositions in accordance with Court policy; prepares formal letters and other correspondence associated with case processing; prepares abstracts for processing of MVD actions; prepares certified copies; prepares end of day financial reports; balancing daily receipts and cash drawers in accordance with Minimum Accounting Standards.
- Provides general, administrative, and specialized support by assisting judicial officers as directed; prepares reports associated with key court functions; completes special projects and assignments as assigned; provides assistance and training to new personnel; coordinates with court personnel assigned to other divisions to ensure continuity of service and promotes timely delivery of services rendered; participates in discussions regarding process improvements; assists others when work is complete; and provides coverage for others on leave or during periods of increased activity.
- Processes incoming bonds for this court and external courts. Prepares non-criminal court calendar for upcoming weekly court schedule. Enters citations and prepares new case files and form packets. Processes defendant payments in person and by phone in accordance with Minimum Accounting Standards. Checks in citations from Police department.
Requirements
- Formal Education/Knowledge: Work requires knowledge necessary to understand basic operational, technical, or office processes. Level of knowledge equivalent to four years of high school or equivalency.
- Experience: Minimum of one year of experience in a related field.
- Certifications and Other Requirements: Must be bondable. Depending on the assignment, position may require knowledge of the Spanish language with demonstrated proficiency in proper regional and idiomatic usages; proficiency in the techniques of concurrent and literal interpretation and legal terminology; and procedures of the court system with demonstrated proficiency to interpret and translate instructions regarding court services.
- Reading: Work requires the ability to read and understand law updates.
- Math: Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, division and percentages.
- Writing: Work requires the ability to write to fill out forms and right in a clear and concise manner.
- Managerial: Semi-Complex- Job has no responsibility for the direction or supervision of others but may provide advice/direction to an employee with less experience/skill or tenure.
- Policy/Decision Making: Significant - The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. Work involving discretion is typically reviewed before finalized.
- Technical Skills: Broad Application- Work requires the use of standard technical skills appropriate to the work environment of the organization. Limited analysis and independent thinking is utilized.
- Interpersonal/Human Relations Skills: Moderate- Interactions may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Contacts may also involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions.
12 Month Objectives
- Complete Court orientation videos
- Complete training & demonstrate proficiency in records request processing
- Complete training & demonstrate proficiency navigating AZPoint portal for petition entry
- Complete training in telephone etiquette
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Complete training in front window customer service
- Court verbiage, forms, resources and general protocol
- Self Help Center resources
- Acceptance and processing of front counter payments
- Minimum Accounting Standards
- Demonstrate proficiency in financial transaction processing according to MAS and Court policy & procedure
- Complete training in Civil Traffic disposition codes and plea processing, Defensive Driving School, and Payment Contracts
- Complete training & demonstrate proficiency in citation entry
- Complete training & demonstrate proficiency in e-Citation processing
- Complete training & demonstrate proficiency in processing defensive driving school queue
- Complete training & demonstrate proficiency in e-mail and fax processing to include motions and correspondence
- Complete training & demonstrate proficiency in receipting defensive driving school payments and reconciling cases satisfied through DDS completion
- Complete training & demonstrate proficiency in preparing Civil Arraignment Court calendar
- Complete training & demonstrate proficiency in processing judicial orders
- Complete 16 hours of COJET accredited training including one course in ethics
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