Assistant Assignment Commissioner

Franklin County Court of Common Pleas - General Division

Columbus (OH)

On-site

USD 38,000 - 48,000

Full time

6 days ago

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Job summary

Franklin County Court of Common Pleas - General Division is seeking an Administrative Support Specialist for the Assignment Office. The role requires accurate data entry, professional public interface, and calendar coordination for criminal, pretrial, and civil matters.

The successful candidate will maintain court calendars, assist with jail lists, and provide coverage for the Court Support Services Coordinator while ensuring timely communication with public and agency partners.

Qualifications

Ability to review, classify, and organize information for case management and public inquiries.
Excellent written and verbal communication skills for interactions with the public and partner agencies.
Proficient in basic computer operations and data entry within an electronic case management system.

Responsibilities

Schedule/track criminal cases for hearings and trials.
Coordinate court dates and update dockets in the case management system.
Assist the public and agencies at the counter and over the phone.
Prepare jail lists and transfer entries for inmates scheduled for court hearings.
Maintain calendars and distribute reports for chambers and judges.

Skills

Data entry

Public interaction

Communication skills

Multitasking under pressure

Computer proficiency

Education

High school diploma or GED

Job description

Performs a wide range of tasks essential to the daily operation of the Assignment Office. To successfully fulfill the essential job functions, one must be able to adeptly navigate the electronic case management system, accurately enter data, work well under pressure, communicate clearly, and interface professionally with the public, partner agency representatives, and other court employees. Responsible for scheduling court proceedings and tracking of criminal cases. Provides coverage for the Court Support Services Coordinator.

Schedule/Reschedule: criminal cases for pretrial and trials; miscellaneous hearings; competency hearings; and civil cases when requested;
Provide dates for continued cases;
Prepare jail lists and entries reactivating criminal cases when defendant is slated on a capias;
Sort and separate new felony cases according to judge;
Research arraignment list for additional pending and probation cases for a specific defendant and prepare transfer entries, when necessary;
Assist the public and other agencies by answering and routing incoming calls, locating and relaying requested information, and providing assistance at the counter;
Schedule hearing dates through the case management and/or e-filing system;
Receive daily docket information from chambers and update case documentation accordingly;
Prepare a jail list for Sheriff’s Department in order to have inmates transported to court hearings for future dates;
Monitor assigned judges’ criminal docket to ensure set cases do not exceed established ceiling total;
Audit active criminal cases monthly to ensure continuance entries have been filed;
Track inactive criminal cases to locate capias set asides, restore to the active docket and assign new trial date;
Process confidential psychiatric reports to include distribution to attorneys and judges, scheduling of hearing dates, and notification to the mental health agency.
Assist bailiffs by researching information and updating pending cases using the bailiffs’ daily docket case worksheets and the case management system;
Create annual calendar denoting criminal/civil weeks for each judge, which is available in the Assignment Office for scheduling purposes;
Maintain quarterly judicial calendars denoting ceilings in the case management system;
Sort and distribute weekly and monthly case management system reports for chambers
Track and sort continuance entries from prosecutors to update felony cases accordingly
When providing coverage for the Court Support Services Coordinator:
Assist the public in completing and submitting a court reporter transcript request and distribute accordingly.
Assist with processing documents through the Duty Magistrate queue.
Assist the Duty Magistrate in the duty courtroom.
Perform other related duties as required.

The aforementioned duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Knowledge, Skills & Abilities Required to Perform Essential Job Functions:

Ability to review, classify, categorize, prioritize, and/or analyze data, including exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Ability to perform addition, subtraction, multiplication, and division. May include counting, recording of counts, and basic measuring
Ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria
Ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Essential functions are regularly performed without exposure to adverse environmental conditions.

In addition to the Essential Job Functions and Knowledge, Skills, and Abilities identified, the following competencies are considered during the hiring process and are integral to the position:

Knowledge, Skills, and Abilities:

Possesses, acquires, and maintains the technical/professionalexpertise required to do the job effectively and to create solutions.Technical/professional expertise is demonstrated through problem-solving, applying professional judgment, and competent performance.

Decision-making/Problem Solving:

Makes sound, well-informed, and objective decisions promptly. Compares data, information, and input from a variety of sources to draw conclusions. Takes action that is consistent with available facts, constraints, and probable consequences. Applies both rational and creative processes to identify unknown root causes of problems. Based on the situation, decides the best course of action, implements the solution and evaluates the outcome. Calculated and evaluates the long-term consequences of a decision.

Stress Tolerance:

Maintains effective performance under pressure. Handles stress in a manner that is acceptable to others and the organization. Stays calm and even-tempered when handling crises, stressful situations, continuous change, or unexpected developments. Able to recover from difficult situations and is seen as a settling influence in a crisis.

Teamwork:

Works effectively in a team environment to accomplish organizational goals. Builds constructive working relationships with interested stakeholders to identify and meet mutual goals and objectives. Participates as an active and contributing member of teams with a focus on improving offender outcomes and department goals. Shares information and credit as appropriate for team accomplishments. Helps create and maintain strong morale and a feeling of belonging in his/her team. Acts as if "true success" is the success of the whole team.

Conflict Management:

Uses appropriate interpersonal styles and techniques to reduce tension and/or conflict between two or more people, can size up situations quickly, can identify common interests, and facilitate resolution. Steps up to conflicts and sees them as opportunities. Finds common ground and achieves cooperation without disruption to workflows or interpersonal relationships.

Cultural Competence:

Values an inclusive organization where the differences of all people are respected, valued, and utilized towards achieving common goals. Respects and relates well to people from varied backgrounds and understands diverse worldviews. Sensitive to group differences. Sees diversity as an opportunity, respectfully challenges bias and intolerance. Supports equal and fair treatment.

Communication:

Conveys and receives information and ideas through a variety of media to individuals or groups in a manner that engages the listener, helps them understand and retain the message and, invites response and feedback. Keeps others informed as appropriate. Demonstrates effective written, verbal, and listening skills.

Collaboration:

Develops and maintains effective working relationships with coworkers and stakeholders using strong interpersonal skills to meet mutual goals and objectives. Obtains cooperation from others. Seeks and encourages win-win alternatives.

Influence:

Uses appropriate interpersonal skills and techniques to gain support and acceptance for ideas or solutions. Uses influencing strategies to gain mutually beneficial agreements. Seeks to persuade rather than force solutions or impose decisions or regulations and recognizes personal autonomy of others.

Dependability and Reliability:

Personally responsible. Completes work in a timely, consistent manner and is committed to being available during business hours to further organizational goals. Demonstrates regular and punctual attendance and arrives prepared for work. Committed to doing the best job possible and diligently follows through on commitments. Consistently meets deadlines.