Administrative Coordinator, Courtroom Services

Description

• Clerical Accuracy – Ensures accuracy in data entry, document scanning, and record verification, minimizing errors and maintaining high-quality court records.
• Courtroom Operations Support – Prepares and maintains dockets, records judicial actions in real time, and ensures timely processing of courtroom activity.
• Attention to Detail – Verifies and reviews court orders, and entries to ensure procedural compliance and completeness.
• Customer-Facing Service – Interacts with attorneys, defendants, and the public with professionalism, clarity, and empathy.
• Collaborative Coordination – Works closely with judges, bailiffs, and other courtroom personnel to support smooth court proceedings and accurate case flow.

Essential Duties

• Maintain a professional, composed, and respectful demeanor while providing in-person support to judges, attorneys, defendants, and members of the public during courtroom proceedings.
• Greet and assist individuals appearing in court, answering questions and directing them appropriately to ensure efficient courtroom flow.
• Respond to real-time requests from the bench and court personnel regarding case status, documentation, and docket activity.
• Retrieve and provide case-related information to attorneys, defendants, and court partners using both electronic systems and physical records.
• Support the orderly progression of court proceedings by anticipating needs, maintaining awareness of case activity, and ensuring timely access to information.
• Safeguard the confidentiality of sensitive information and maintain the integrity of all interactions within the courtroom environment.

• Record court actions, proceedings, and outcomes with speed and accuracy during active court sessions, ensuring judicial decisions are properly entered into the Case Management System.
• Prepare daily dockets and case files for scheduled hearings, ensuring all materials are complete, organized, and aligned with the court calendar.
• Review and process judicial entries, affidavits, and related filings to ensure accuracy and procedural compliance.
• Coordinate with judges, courtroom staff, and internal departments to ensure timely routing, processing, and resolution of case files.
• Prepare and update traffic dockets for arraignment courtrooms, ensuring accuracy and readiness for scheduled proceedings.
• Assign and input new court dates into the Case Management System in accordance with judicial directives.
• Digitally scan and index traffic tickets, judicial entries, and other court-related documents into the Case Management System.
• Ensure all scanned records are accurately categorized, properly stored, and readily retrievable.
• Conduct quality control reviews to confirm scanned documents are legible, complete, and correctly associated with case files.
• Maintain and organize physical case jackets and electronic records in accordance with records retention policies and confidentiality standards.
• Perform additional clerical duties and special assignments as needed to support operational efficiency and continuity.
  
  

• Respond to inquiries via phone, email, and in person, providing clear and accurate information regarding court procedures and record requests.
• Communicate effectively with judges, attorneys, and clerical staff to verify, clarify, and update case information.
• Assist in resolving issues related to court records, ensuring timely and accurate updates to case information.
• Maintain a professional and service-oriented approach when interacting with individuals in both routine and high-stress situations.

Preferred Skills, Knowledge and Expertise

• Municipal court processes, terminology, and procedures related to criminal and traffic cases, including courtroom flow, case progression, and judicial decision-making.
• Case documentation standards and courtroom protocols, including docketing, journal entries, warrants, and maintenance of official court records.
• Confidentiality requirements, public records laws, and compliance standards applicable to court operations and sensitive legal information.
• Case Management Systems and electronic recordkeeping systems used to track, update, and maintain case information.
• Data entry principles, including accuracy verification, error detection, and maintaining data integrity in high-volume environments.
• Document scanning, indexing, and digital records management practices to ensure accessibility, organization, and compliance with retention standards.
• Basic math and cashiering principles related to calculating fines, fees, and court costs.
• Customer service principles and practices in a public-facing, high-accountability environment.
• General office procedures, clerical operations, and administrative best practices within a structured and compliance-driven setting.

• Maintain professionalism, composure, and focus in a fast-paced courtroom environment while responding to real-time requests with accuracy and discretion.
• Accurately record court proceedings and judicial actions during live sessions while maintaining attention to detail under time-sensitive conditions.
• Collaborate effectively with judges, bailiffs, supervisors, and Clerk’s Office staff to support efficient courtroom operations.
• Prioritize and manage multiple responsibilities while adapting to changes in court schedules, case volume, and operational demands.
• Enter, review, and verify high volumes of data with speed and precision while ensuring completeness and accuracy.
• Interpret and apply court rules, policies, procedures, and legal documentation requirements consistently.
• Review and process judicial entries, citations, warrants, and related documents in accordance with established procedures.
• Scan, organize, retrieve, and maintain court documents using electronic and physical recordkeeping systems.
• Exercise sound judgment when addressing questions, resolving routine issues, or escalating concerns as appropriate.
• Communicate clearly and professionally with individuals from diverse backgrounds, including in high-stress or emotionally sensitive situations.
• Maintain confidentiality and handle sensitive information with discretion and integrity at all times.

• Interpreting judicial orders, case documents, and legal filings to ensure accurate processing, entry, and routing.
• Performing high-volume data entry with a high degree of speed, accuracy, and attention to detail.
• Managing and maintaining court records, including verification, organization, and retrieval of both electronic and physical documents.
• Utilizing case management systems, document imaging systems, and standard office software to support courtroom and clerical operations.
• Providing professional, responsive, and solutions-oriented customer service to attorneys, defendants, and the general public.
• Communicating effectively, both verbally and in writing, including explaining procedures and responding to inquiries clearly and professionally.
• Managing multiple tasks simultaneously in a high-pressure, time-sensitive courtroom environment.
• Identifying discrepancies or errors in case information and taking appropriate action to correct or escalate issues.
• Maintaining organization and workflow efficiency across competing priorities and deadlines.

Qualifications

• High School Diploma or GED. 
• Associate’s Degree in Criminal Justice, Business Administration, Public Administration, or a related field preferred.
• One (1) year of experience in an office, clerical, administrative, or customer service role in a high-volume, detail-oriented environment required.
• Any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities.