Therapeutic Court Coordinator

Job Title: Therapeutic Court Coordinator
Department: Municipal Court
Reports to: Court Administrator and Presiding Judge
Status: Temporary Non-Exempt Full-Time position;
Grant funded position
Hours: M-F 8:00 am to 4:30pm (40 hours); may be flexible
Compensation: Hourly: $27.62 to $32.98
Summary
Under the direction of the Presiding Judge and Court Administrator, or assigned supervisor, the Therapeutic Court Coordinator is responsible for performing a wide variety of technical record-keeping and complex court and administrative duties in support of the Municipal Court's Therapeutic Court and is the intermediate-level position in the Judicial Department.
Assists with the development of grant applications and provides coordination and oversight of specialized and therapeutic court programs such as the Community Court or other specialty court programs maintained through grant or state funding streams. This position is responsible for the day to day operations of specialty court programs as well as monitoring the programs for compliance with local, state, and federal laws, rules, regulations and grant requirements.
Work is characterized by a high degree of specialized and confidential responsibilities. Work is performed in accordance with professional standards, City ordinances, state and federal law and policies established by the Presiding Judge and Court Administrator.
Scope:
This position requires a substantial knowledge of all court and office procedures, rules, and authority, and the ability to handle frequent interruptions during daily work of the court and/or office. This position is the primary contact for customers, treatment providers, and community organizations connected with the therapeutic court. The Therapeutic Court Coordinator will have the ability to work effectively with minimal supervision and to appropriately handle confidential information and respond appropriately under stressful conditions; prepare and process all forms, orders, and documentation for court cases, and provide court related information to the public. Work is characterized but not limited to a high degree of specialized and confidential responsibilities and performed in accordance with professional standards, City ordinances, State statutes/laws, local and state court rules and policies established by the Presiding Judge, Court Administrator, and/or Chief Administrative Offices of the Courts. Duties may include, but are not limited to, verifying the accuracy and completeness of legal forms, assisting the public including attorneys, law enforcement, and court and community agencies by answering inquiries, explaining detailed regulations, procedures, and complex requirements of the judicial process; assisting in the selection of appropriate evidence based policies and procedures for the therapeutic court; setting court dates, preparing notices, clerking therapeutic court hearings when needed, and maintaining the technology in the courtroom i.e. Zoom, FTR sound system, processing of warrants, pretrial monitoring, process and prepare financial reports, prepare show cause orders, monitor participants that are in therapeutic court, expediting files and documents for hearings and ensuring delivery to the Judicial Officer. Research, compile, prepare specific grant funding and statistical information for the therapeutic court.
Work is performed under general supervision. The supervisor defines objectives, priorities, deadlines, and assists the Therapeutic Court Coordinator with unusual situations, which do not have clear objectives or precedents. The Therapeutic Court Coordinator plans and carries out assignments, handles problems and deviations in accordance with instructions, policies, procedures, and/or accepted practices.
Work Environment
Work is primarily performed in an indoor office setting with extended periods at a computer, sitting or standing. Physical effort is needed to move, lift, and carry office equipment, supplies, and materials. Strong communication skills are needed for frequent person-to-person contacts, telephone and email usage. The nature of the work has frequent interruptions and contact with the public and staff.
Essential Functions:

• Responsible for coordinating the Therapeutic Court which includes coordinating the review and update the Therapeutic Court handbook with the Therapeutic Court Team.
• Entering and updating necessary information in case management system.
• Collecting information for statistical purposes on Therapeutic Court participants.
• Conducts research on other Therapeutic Court programs and makes recommendations to the Therapeutic Court Team.
• Serves as the direct liaison between members of the Therapeutic Court team consisting of multi-departmental professionals, the Therapeutic Court Judge and Court Administrator to coordinate court and treatment activities for Therapeutic Court clients.
• Tracks items purchased for Therapeutic Court Program (i.e. books, incentives ).
• Performs Court clerk responsibilities related to Therapeutic Court session and trains back-up clerk in Therapeutic Court; begin and maintain Zoom; record and document proceedings; mark exhibits and make required docket entries; process all court-generated orders and continuance requests; process court orders; respond to questions in a courtroom environment; maintain recording equipment; and ensure all documents are signed and served on defendants in person.
• Coordinates and facilitates the day to day operations of the Therapeutic Court Program such as calendaring, data management and maintenance, using statewide database and calendaring systems as well as Microsoft Office to schedule meetings with all of the stakeholders in the program.
• Researches, compiles, and prepares proposals for specific grant or state funded therapeutic programs.
• Collects and enters statistical data for the Therapeutic Court; compiles and evaluates the data for simple and complex reports to judges, administrator, state and/or federal grant agencies
• Makes recommendations for program improvements; prepares required statistical and programming information for grant reports and reimbursement requests from grant agencies.
• Develops, publishes, maintains and distributes program literature.
• Arrange and schedule interpreters for hearings, meetings with attorneys, treatment agencies, and/or other community organizations.
• Research and identify defendants in custody status and jail location; coordinate in- custody transports for the in-custody docket; notify all parties.
• Send documents to the jail, records department, lawyers, defendant(s), victims, the public, community organizations, and other governmental agencies while adhering to strict legal deadlines.
• Use of Department of Licensing web forms to report pretrial/post-conviction ignition interlock requirements, record corrections, ineligibility to possess firearms, adjudicating failure to appear(s), and conviction information to Department of Licensing while adhering to strict legal deadlines.
• Manage warrants and failure to appear (FTA) which includes, but is not limited to, ordering, issuing, recalling, adjudicating, processing, and reissuing.
• Schedule hearings with counsel and defendants and notify all related parties. Set cases within jurisdictional timeframes in accordance with the Washington State Court Rules for various types of hearings.
• Process bail postings and release from custody; follow timelines of bond forfeitures, surrenders, and exonerations.
• Process and enter all orders and paperwork, including but not limited to: probable cause forms, scheduling orders; orders on motions, judgment & sentence, and show cause orders.
• Process correspondence from defendants which includes, but not limited to, identifying the issue, referring to the judge, and responding to the defendant.
• Process incoming mail, checking addresses, mailing notices and summons.
• Serve as liaison between the court and the public, police, prosecutors, defense counsel, attorneys, and other City Departments and employees; reply to customers by providing answers to questions and information regarding court procedures; resolve complaints; and make referrals as necessary. Provide appropriate correspondence or documentation as set forth with court procedures and jurisdictional timelines.
• Process all legal documents received from prosecutor, attorneys, law enforcement, jail/correction facilities, treatment agencies, and the public. Take action using the appropriate court procedures mindful of speedy trial and jurisdictional timelines.

• Maintain an accurate, up-to-date, and complete filing system for all therapeutic criminal files.
• Order, email, print, and prepare courtroom calendars and case files for all court sessions; ensure appropriate documents are in files; forward future calendars via email to prosecutor, defense attorney(s), victim advocates, and court staff; and arrange transport of in custody defendants to court.
• Prepare text message reports and prepare/send text messages through the court's text message system for court dates, time pay with the court, and probation/SOC conditions.
• Serve as the probation officer/clerk for therapeutic court cases which may include, but is not limited to, meeting one-on-one with defendants to explain sentencing and/or diversion agreement conditions, provide community treatment resources, schedule future appointments, and assess eligibility for statutorily driven court programs; monitor EHM and sentences; ensure DNA has been collected per court order; oversee the development and support of individuals on probation by providing assistance, direction, and information to probationers as needed; manage and monitor high volume caseloads, ensuring defendant compliance with conditions of sentencing and/or diversion agreements--in the case of non- compliance, know and understand the court's directive, burden of proof of non- compliance, and forward the non-compliance to the attorneys for revocation proceedings; prepare and maintain defendant case files, records, and violation reports; conduct periodic file audits as necessary; responds to verbal and written requests for information from defendants, attorneys, and treatment providers in a timely manner; uphold treatment agency to state requirements for reporting minimum and minimum treatment requirements; maintain probation case management files and partner portals.
• Assist the Community Justice Specialist.
• Actively support the vision, mission, values, and goals of the Municipal Court.
• Any and all other duties assigned.

Minimum Qualifications:
Education: High school diploma or equivalent. Associate of Applied Science degree - paralegal, criminal justice, legal secretary or other equivalent degree; and
Experience: Three (3) years of court related experience working in a municipal, district, or other court/legal setting.
Or: In place of the above requirements, the Therapeutic Court Coordinator may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to perform the essential duties and responsibilities listed above.
Note: Per ARLJ 11 Minimum requirement for probation officer duties is a Bachelor's Degree preferred in sociology, psychology, or criminal justice, combination of relevant education and experience cannot be substituted.
Licenses and Certifications: Valid Driver's License.
Screening: Must be able to successfully pass a police/criminal record check.
Knowledge, Skills and Abilities:
Knowledge of:

• Courtroom policies, procedures, and
• Knowledge of project management, organizational management, practices and principles relating to trends in the field of court programming.
• Statewide Case Management System.
• Criminal Justice System including prosecutor, police, defense attorney, jail, and records processes as they relate to the court.
• Legal terminology, documents, and procedures relevant to court proceedings.
• City, County, and State laws, ordinances, regulations, and procedures.
• City, County, and State agencies and offices involved in court-related activities.
• Basic accounting principles and practices in accounting, cashiering, and financial record keeping.
• Proper techniques and etiquette for communication by phone or email.
• Ability to work effectively with person who are ASL or ESL and obtain interpreters where appropriate.
• Effective interpersonal skills using tact, patience, and courtesy.
• Correct use of English grammar, spelling, punctuations, and vocabulary.
• Recording system.
• Audio/Video system.
• Text message system

Skilled in:

• Microsoft Office Suite Applications.
• Operating standard office machines and equipment including but not limited to computer, fax, copier, phones, and scanner.
• Records management.
• Communicate effectively both orally and in writing.
• Successful use of interpersonal skills in confrontational and high stress situations using tact, patience, and courtesy.

Ability to:

• Ability to write clear, concise, meaningful reports.
• Research and analytical skills.
• Attend and document court proceedings with absolute accuracy.
• Recognize potential danger and take appropriate action to ensure safety and security.
• Perform complex court-related duties accurately and efficiently.
• Organize, analyze, and coordinate workflow and projects in an effective manner to meet schedules and mandated timelines with numerous interruptions.
• Process a wide variety of legal forms and documents in compliance with established procedures and mandated timelines.
• Work effectively with customers and provide appropriate and accurate information.
• Maintain professional composure while interacting with emotionally distraught, irate, and combative individuals.
• Communicate effectively both orally and in writing.
• Research, read, interpret, apply, and explain rules, regulations, policies, and procedures.
• Maintain court records and comply with records request with following court rules.
• Perform basic math calculations with speed and accuracy.
• Establish and maintain effective working relationship with all court contacts.
• Maintain confidentiality and tact in dealing with customers and comply with the required confidentiality oath and court rules.