Court Services Specialist I

Pima County; Tucson (AZ); On-site; USD 30,000 - 33,000; Full time

Job summary

Pima County in Tucson, AZ is seeking a Court Services Specialist I to provide administrative, case management, scheduling, and customer service support to the Superior Court. You will review case documents, coordinate hearings, maintain calendars, and prepare legal notices.

The role requires strong organizational skills, attention to detail, and the ability to interact with the public, attorneys, and court staff in person, by phone, and by email.

Qualifications

• General knowledge of legal procedures and court practices.
• Proficient in business English and written notices.
• Ability to manage deadlines and priorities.
• Experience with Microsoft Office and data entry in databases.

Responsibilities

• Prepare and maintain calendars of court events and hearings.
• Schedule hearings and resolve caseflow issues.
• Coordinate settlement conferences and appoint arbitrators when directed.
• Coordinate scheduling of pro tempore judicial officers when needed.
• Review case files and court orders for completeness and follow-up actions.
• Attend court hearings and document actions in the case management system.

Skills

Microsoft Office

Legal terminology

Customer service

Time management

Education

High School diploma or GED

Bachelor’s degree

Job description

Job Description Summary

Salary Range: Min-$21.76 to $23.66

Background Check is required: The successful candidate will be required to pass a background check following a conditional offer of employment. Employment will not be finalized until all pre-employment requirements have been successfully completed.

The Court Services Specialist I provides administrative, case management, scheduling, and customer service support to the Superior Court. This position is responsible for reviewing case documents, coordinating court proceedings, maintaining accurate court calendars, preparing legal documents, and facilitating the timely and efficient processing of court cases.

The position exercises judgment in matters related to case management and hearing scheduling and requires frequent interaction with the public, attorneys, judicial personnel, court departments, and other professionals, in person, by telephone, and email.

Job Description

Distinguishing Characteristics: This is a classified position that reports to the Supervisor of Court Services. The incumbent performs duties under general supervision and does not have supervisory responsibilities.

Minimum Qualifications

A High School diploma or equivalent G.E.D. certificate and three years of administrative or clerical work experience, or a bachelor’s degree. An equivalent combination of education, training, and experience may be considered with approval from Human Resources.

Preference may be given to candidates with administrative work experience involving the preparation and processing of legal documents or providing clerical support in a court or law office.

Essential Functions

The Court Services Specialist I supports one or more court benches, including civil, criminal, family law, and probate. Depending on operational needs, incumbents may be assigned to a team supporting a specific division or cross-trained to support multiple divisions. The position requires the ability to learn and apply the distinct procedures, caseflow requirements, and documentation standards associated with each division. Incumbents may also be required to learn and perform functions supporting other court departments.

Essential Functions Include The Following

• Prepare and maintain calendars of court case events, prioritizing scheduled matters and promoting the efficient use of courtroom space and judicial personnel time.
• Schedule hearings for one or more court benches and resolve issues affecting caseflow management.
• Schedule settlement conferences in civil, family law, and probate matters and appoint arbitrators as directed by court order.
• Coordinate the scheduling of pro tempore judicial officers when judges are unavailable.
• Reassign cases as necessary following judicial recusals or notices of a change of judge.
• Review case files, documents, minute entries, and court orders to verify completeness, maintain timely case processing, ensure compliance with court procedures, and determine appropriate follow-up actions.
• Prepare legal notices and proposed court orders for judicial review and signature.
• Attend court hearings, document significant actions taken in the courtroom, and enter relevant information into the court’s case management database.
• Coordinate case management activities with judicial staff, other court departments, and the Clerk of Court’s Office.
• Work collaboratively as the Superior Court’s primary telephone customer service team, resolving caller inquiries and concerns and transferring calls to the appropriate resource when necessary.
• Communicate with court divisions, members of the legal community, mental health providers, and other relevant parties through email and written notices to coordinate case-related activities and support the timely progression of cases.
• Provide case-related information to authorized parties and members of the public using manual and automated information systems.

Knowledge Of

• Must have a general knowledge of legal procedures, court practices, and legal terminology.
• Must be proficient in business English, including grammar, punctuation, spelling, and the preparation of accurate written notices and documents.
• Must have sufficient mathematical aptitude to perform assigned responsibilities accurately.
• Must have working knowledge of Microsoft Office applications and the ability to enter, update, modify, and retrieve information within a database.
• Must have the ability to exercise sound judgment, establish priorities, and complete assigned tasks accurately and efficiently.
• Must have the ability to manage competing priorities and meet established deadlines and time constraints.
• Must have the ability to communicate effectively and professionally with coworkers, judicial staff, attorneys, mental health providers, community professionals, and members of the public.
• Must have the ability to collaborate effectively in a team-oriented work environment.

Additional Responsibilities/Duties

• Operate and maintain office equipment as required.
• Perform related administrative duties and special projects as assigned.

Licenses And Certificates

None required.

Physical Demands/Working Conditions

Typically perform duties in an office environment and may lift materials and/or equipment 20 lbs or less.