Senior Courtroom Specialist

Position performs complex administrative, legal, financial, and customer service related functions and serves as a team leader in the case processing division of the Court.

The ideal candidate for this position will possess the ability to work independently, manage deadlines, and effectively train team members. Experience in processing judicial orders, court compliance and issuance of warrants is a must, in addition to a multitude of experience in a municipal courtroom setting as a clerk assisting the Judge. The candidate must have the ability to demonstrate skills related to multi-tasking, attention to detail, workload organization and serve as an informational resource and primary contact for team members. Experience in use of critical thinking skills and independent judgment in previous work experience is a must. Preference is also given to candidates who demonstrate knowledge and experience obtained in a Municipal Court setting such as: AJACS navigation and use, performing clerk duties in a fast-paced courtroom setting, assisting with policy and procedure revisions, and other applicable standards in trial court operations.

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:
  
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.

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.

• Serves as the team leader in the case processing division by coordinating staffing and the equitable assignment of work; serves as an informational resource and primary contact for team members regarding issues of procedures; provides initial and ongoing training to team members assigned in functional area; and works with the Courtroom Supervisor to resolve conflicts and issues among staff.
• Promotes accountability for assigned functional area by ensuring services are delivered promptly and professionally; ensures the accuracy of work product and information given to customers; ensures compliance with applicable policy and directives; and maintains key statistics regarding functional area activity.
• Communicates and works cooperatively with other functional area leaders by maintaining high levels of communication both up and down the chain of command; provides input and insight based on experience to the Courtroom Supervisor; and prepares correspondence and time sensitive reports. 
• Develops and executes action plans pursuant to direction received and develops work procedures derived from policy and other directives; regularly holds division meetings to ensure on-going communication and process improvements; participates in Policy and Procedure review with Courtroom Supervisor.
• Performs advanced customer service by responding to a wide range of complex inquiries 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; assists Courtroom Specialist  when customer service situations requiring greater knowledge or experience; provides additional information and attention to court customers when routine service practices are not effective.  
• Coordinates courtroom dockets to ensure adequate staffing; coordinates scheduling with Judges, staff, police department, jails, counseling agencies, Prosecutors, MVD and other entities to ensure effective and efficient docket management; manages Jury Trials as head of Trial operations for the division.
• Manages compliance programs by monitoring defendant compliance of court-ordered sentencing requirements; works with the Judicial Enforcement Officer to ensure compliance management is consistent and fair; takes corrective action on non-compliant cases as necessary; provides regular updates to Court management regarding Court compliance programs.
• Performs the functions of Courtroom Specialist as needed within the Case Processing division. Performs the functions of the Courtroom Supervisor in their absence.  

• Formal Education/Knowledge:  Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency.   Community college, vocational, business, technical or correspondence schools are likely sources.  Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
• Experience:  Minimum two years of experience in a related field.
• Certifications and Other Requirements:  Must be bondable.  
• Reading:   Work requires the ability to read at a level commensurate with college entry level.  Must be able to navigate, read, and comprehend language and information contained in: state statutes; municipal ordinances; rules of court; administrative guidelines; policy manuals; training manuals; financial reports; audit reports; and similar documents.
• Math:   Work requires the ability to add, subtract, multiply, and divide dollar amounts and percentages for the purpose of determining allocation of fines, fees, surcharges, and funds held in trust that are receipted by the court.
• Writing:   Work requires the ability to draft correspondence including memos, formal letters, and reports.
• Managerial:  Semi-Complex - Work requires functioning as a lead worker performing essentially the same work as those directed, and includes overseeing work quality, training, instructing, and scheduling work.
• Policy/Decision Making:  Significant - The employee normally performs the job by following established standard operating procedures and/or policies.  There is a choice of the appropriate procedure or policy to apply to duties.   More complex work as well as decisions with more significant impacts may be reviewed prior to being finalized.
• Technical Skills:  Comprehensive Application - Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities.
• 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 Performance Objectives

Role: Sr. Courtroom Court Specialist 

• Complete Court Orientation and required COJET training
• Review personnel procedures with Court Supervisor, Core Values, Judicial Canons, division policy/procedures etc.
• Participate in one-on-one meeting with Courtroom Supervisor within first 30 days

1. Participate in ongoing monthly meetings with Courtroom Supervisor
   1. Provide feedback on training progress for trial courtroom specialists
   2. Provide feedback on policy/procedure suggestions, monthly calendar assignments
   3. Discuss future and ongoing projects within case processing division

• Shadow Case Processing courtroom, window 4 and back-office procedures
  1.   Take notes, ask questions, and seek clarification
  2.   Become familiarized with forms, to include sentencing documents
• Complete training in Employee Self Service (ESS) and Executime

1. Complete training in use of timeclock machine to print and distribute timesheets

• Complete training in AJACS system navigation and use

1. Search
2. Docketing
3. Retrieving case information
4. Management of courtroom docket bubbles

• Review division personnel performance objectives and duties
  1. Schedule time on outlook with each team member to conduct initial meetings and begin building rapport, shadowing job duties

1. Assist in development of training plans for courtroom specialists on trial period

• Complete training/demonstrate proficiency in courtroom specialist tasks in the following areas with the ability to effectively train Courtroom Specialists:

1. Judicial order processing
   1. Motions to dismiss
   2. Motions to withdraw as counsel of record
   3. Applications to set aside
   4. Petitions to expunge marijuana related offense records
   5. Petitions to seal criminal case records
   6. Court date continuances
   7. Entry of plea of guilt/setting sentencing
   8. Motions to amend complaint and case data
   9. Orders requiring adjustments to defaulted case balances (authorized reduction in fines/fees, credit time served)
2. Court compliance monitoring
   1. Court mandates to include, home detention, counseling, jail, probation, fines/fees
   2. Warrant issuance
   3. Work queues (demand batch queue, FARE queue, work queue)
3. Customer service phone calls
   1. Docketing phone calls
      1. Courtroom clerk responsibilities
         1. Criminal arraignments, pretrial conferences, and order to show cause hearings
         2. In-custody docket
         3. Civil traffic hearing and protective order docket
         4. Bench trials
         5. Jury trials
         6. Special settings (settlement conferences, evidentiary hearings)
4. Filing of case files in various areas
   1. Closed
   2. Post-adjudicated
   3. Protective orders
   4. Diversion
   5. Court dates
5. File folder creation

• Complete training/demonstrate proficiency in the following areas:

1. 2nd verification of daily deposit into Tyler Cashiering
2. Cash drawer verification
3. Overage/Shortage cash drawer policy
   1. Completion of overage/shortage report
   2. Notification to Court Supervisor and Court Administrator
4. Manual receipting procedures
5. Voiding of receipts for court specialist receipting errors per policy
   1. Monitor compliance with replacement receipt processing

• Complete training in Court Outlook calendar management
• Assist Courtroom Supervisor with policy/procedure creation and revisions
• Participate in administrative assistant meeting with the City of Goodyear within the first                 6-months
• Demonstrate proficiency with all City of Goodyear Core Values

Salary : $27 - $40