POSITION SUMMARY:
The Judicial Coordinator is an integral member of the Judge's personal staff. As such, the Judicial Coordinator assists the assigned Civil, Criminal, Family, and/or Juvenile Judge of the Court of Common Pleas with moving cases through the Pennsylvania judicial system in an organized, accountable, and expeditious manner to provide every citizen with access to independent and fair justice.
This specialized work assists the Judge in the administration of his/her caseload providing organizational and related support by preparing and maintaining records for arraignments, pre trials, trials, and hearings; preparing daily and weekly court schedules; preparing orders for judge's schedule and decisions; preparing the courtroom or meeting room, including data systems used for tracking information and preparing court orders; and assisting the Judge with his/her daily duties. The job may also include duties typically handled by the Judicial Administrative Assistant.
POSITION RESPONSIBILITIES:
Essential Functions
The duties and responsibilities of this position include, but are not necessarily limited to:
Prepare, maintain, and distribute court schedule; arrange or coordinate dates for trials, pre-trials, case status hearings, planning discussions, review boards, and other meetings.
Prepare courtroom or meeting room per the judge's standing orders or daily instructions.
Set up and schedule video hearings with all involved parties, witnesses, attorneys, and other County Departments; work with the video scheduling coordinator to schedule such meetings with other counties and SCIs.
Retrieve and provide the judge with the necessary files required to hear a case, prepare for a meeting, or plan an agenda.
Prepare court orders for the judge's signature.
Notify Common Please judges, managers, employees, attorneys, and other appropriate people of the judge's daily court and activity schedule.
File appropriate papers with the Clerk of Courts, Prothonotary, and/or Register of Wills.
Review and distribute pre-sentence investigations and complete all required sentencing forms.
Research credit time served for each defendant.
Complete probation and/or parole plea sheets.
Complete and forward all official papers and forms to the Adult Probation Office.
File and maintain paperwork for the judge.
Maintain all necessary forms in the courtroom in an electronic forms program and edit forms as needed.
Keep track of all orders placed on the record.
Coordinate jury requirements with Court Administration.
Assist the assigned judge's staff in completing all tasks and responsibilities assigned by the presiding judge.
Post changes and updates to law books.
Direct defendants to the Adult Probation Office, if needed.
Advise the court of the following for driving under the influence offenders: mandatory ignition interlock condition for parole, intermediate punishment program status, accelerated rehabilitation disposition, etc.
Provide back-up to Judicial Administrative Assistant (JAA); cross-train in all aspects of the JAA job.
Provide back-up to other positions, as needed.
Complete other duties and responsibilities as assigned.
Occasionally travel on an as-needed basis for training and to complete assigned duties.
MINIMUM EDUCATION AND EXPERIENCE:
High School diploma or G.E.D.; Associate degree preferred.
Four years of secretarial experience, of which at least two must have been as a legal secretary.
Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.
MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of the rules of criminal and/or family court procedure.
Knowledge of the criminal and/or family code, as required by the presiding judge.
Knowledge of judicial courtroom procedures for preparing official documents for filing.
Knowledge of legal terminology and processes.
Knowledge of probation and parole procedures, including sentencing guidelines and credit time served guidelines.
Knowledge of dependency procedures, to include guidelines for adjudicatory orders, permanency review orders, etc.
Knowledge of protection from abuse procedures, including guidelines for various PFAD orders.
Knowledge of and the ability to query, retrieve, and input information into/from CPCMS, CMS, Justice Network, and other data systems utilized by the Court.
Knowledge of secretarial files management procedures and the proven ability to manage and retrieve files.
Demonstrated skill in the use of the following software: Microsoft Office Suite, email, Ominiforms, Offender Management System, Statewide Warrants System, PFAD, etc.
Knowledge of Common Pleas Court scheduling rules and procedures.
Knowledge of the roles and responsibilities of Court organizations in scheduling cases.
Ability to follow instructions and comply with them; knowledge of resources available if additional support is needed.
Ability to perform mathematical calculations, as set in the Sentencing Guidelines Manual.
Ability to research information in numerous automated data systems.
Ability to communicate effectively with strong interpersonal skills and superior oral and written communication skills.
Ability to multitask and prioritize assignments, analyze, and interpret written communications.
Quick decision-making and problem-solving skills. These problems are administrative, logistical, or technical in nature.
Ability to perform a variety of complex tasks in accordance with pre-established policies, procedures, and standards.
Ability to handle stress.
Physical presence in the office is required.
PHYSICAL DEMANDS:
Work involves standing, walking, sitting, lifting, carrying, talking, hearing, using hands to handle, feel objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally lift and/or move up to 25 pounds for a short distance.
WORKING ENVIRONMENT:
Normal office environment. Job may require long periods of time staring at computer screens, standing, and/or sitting.
This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position, and may be changed where appropriate.
