Superior Court - Courthouse - Lead Scheduling Clerk

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Allen County
Job Descriptions
CENTRAL SCHEDULING COORDINATOR
Department:Superior Court FLSA Status: Non-exempt
Classification/Level: B3 Date: 5/2023
Under the direction of the Administrative Judge of Criminal Division, the Central Scheduling Coordinator is responsible for coordinating the schedules of three felony judges and one felony magistrate for Allen Superior Court, as well as making criminal case entries, assisting with jury trial planning, fielding calls, emails and office visitors and posting and generating daily, weekly and monthly criminal calendars. This position is covered under the Superior Court Employee Handbook. This is an employee-at-will position.
ESSENTIAL FUNCTIONS:

• Responsible for scheduling all felony hearings, motions, bench trials and jury trials for Superior Court Felony Division’s three judges and one magistrate.
• Inputs all criminal entries from case files following court hearings, obtains warrant list from Sheriff’s Department, produces case summaries and communicates to Court Services Specialist the need for interpreters.
• Responds to multiple criminal case related issues from judges, magistrates, private bar, public defenders, prosecutors, other court staff and the general public.
• Accepts, reviews and processes criminal case filings.
• Monitors and processes motions and written appearances and updates Drug Court files
• Responsible for cross-training other felony court staff in all aspects of criminal scheduling and attends software application training as required.
• Develops training guides for scheduling and case management systems and conducts staff training.
• Prepares, posts, and distributes daily Criminal Division calendars.
• Generates comprehensive hearing and trial court calendars for court administrative office, jury staff and the Sheriff’s Department.
• Coordinates updated jury trial data and directly and promptly communicates with the jury administration office.
• Responsible for tracking and locating case files not available in court.
• Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

• High School Diploma or GED and some Paralegal, Corrections, or Court related experience
• Paralegal Degree preferred
• Knowledge of Criminal Justice System, including Indiana Criminal Code, local statutes, jury and trial policies and procedures and legal terminology
• Knowledge of Jury System, in order to assist jury administration staff, attorneys and the general public with jury related issues
• Ability to develop training manuals for scheduling and case management applications, as well as conduct staff training
• Ability to assist Court Reporters, Judicial Assistants, other governmental agencies and the general public with case management processes

REQUIREMENTS: (continued)

• Strong computer skills in order to use Microsoft Office, Odyssey Case Management System and other job related software
• Knowledge and familiarity with electronic document production and submission techniques
• Strong attention to detail and accuracy
• Ability to type at least 40 WPM

DIFFICULTY OF WORK:
The Central Scheduling Coordinator performs work that is moderately complex when scheduling hearings, motions, bench trials, and jury trials, as well as responding to criminal case related issues. Understanding of the Criminal Justice System, Indiana Code, local statues, jury and trial policies and procedures, and legal terminology is required to accept, review, process and input criminal case filings.
RESPONSIBILITY:
The Central Scheduling Coordinator makes choices and takes action when developing scheduling and case management training guides and conducting accompanying staff training. Work is reviewed upon completion for compliance with procedural requirements.
PERSONAL WORK RELATIONSHIPS:
The Central Scheduling Coordinator maintains frequent contact with other County employees, attorneys, government and non-governmental agencies and the public when conducting scheduling, assisting with jury administration and responding to criminal case issues.
WORKING CONDITIONS:
The Central Scheduling Coordinator works in an office setting with frequent sitting and the ability to move about freely. Some lifting of up to forty pounds, bending, pushing/pulling loads, reaching over head, monitoring equipment and proofreading is required and frequent typing and detailed inspection exists. The Central Scheduling Coordinator performs work that required very frequent attention to detail. Some noise is to be expected.
SUPERVISION:
None
LICENSING:
None
IMMEDIATE SUPERVISOR:
Administrative Judge of Criminal Division
HOURS:
8:00 am – 4:30 pm; 37.5 hours/week; overtime as required
EEO CATEGORY:
0106
WORKERS’S COMP CODE:
8820
We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.