Judicial Services Coordinator

City of Arlington; Lubbock (TX); On-site; USD 30,000 - 39,000; Full time

Job summary

City of Arlington is seeking a detail-oriented administrator for the Judiciary Division of the Municipal Court. The role handles community service and Community Court applications, prepares court dockets, maintains case records, and coordinates communication between defendants and judges.

The position emphasizes confidentiality, organization, and the ability to work in a fast-paced court environment with on-site duties.

Qualifications

• Knowledge of general administrative practices and procedures.
• Advanced Excel capabilities for reporting is a plus.
• Meticulous record-keeping with neutrality and confidentiality.
• Strong legal reading comprehension.

Responsibilities

• Evaluate intakes by reviewing Community Service and Community Court applications for eligibility and initiate reviews.
• Verify indigency forms and execute post-ruling workflows; generate approval letters and update case statuses.
• Log indigent/non-indigent defendant data and prepare monthly reports.
• Prepare dockets and provide courtroom support; verify dates and waive fees when authorized.
• Maintain court docket data, distribute notices, and verify defendant contact information.
• Coordinate background screening requests and evaluate results for eligibility responses.
• Create and manage Financial Status Hearing notices and schedules for defendants.

Skills

Microsoft Office

Excel reporting

Court management software

Record keeping

Bilingual English/Spanish

Education

Associate’s degree in criminal justice or related field

Tools

Incode

Job description

SALARY $22.50 - $28.13

Under general supervision, this position will perform semi-complex administrative duties within the fast-paced environment of the Judiciary Division of Arlington’s Municipal Court. The successful candidate will serve as a specialized resource for administrative and operational support for the court system. This role is responsible for processing community service and Community Court applications, preparing court dockets, maintaining precise case records, and coordinating communication between defendants, judges, and internal departments. The ideal candidate possesses exceptional organizational skills, strict attention to detail, and the ability to handle confidential legal data in a fast-paced environment.

ESSENTIAL JOB FUNCTIONS

• Evaluates intakes by reviewing and verifying all incoming Community Service and Community Court applications for eligibility; and will initiate the community service review process.
• Verifies and forwards all indigency determination forms to the Judges for formal review and ruling. Will execute post-ruling workflows using standard department processes; will generate formal approval letters, create candidate timesheets, update case statuses in the court database and will issue non-indigent notification letters.
• Responsible for reporting and data tracking, which requires logging indigent and non-indigent defendant data into a tracking spreadsheet; compiles, de-identifies, and shares reporting data; and submits comprehensive monthly community service case count reports.
• Provides docket preparation and courtroom support by reviewing docket pleas, verifying judgment and conviction dates, checking arrival sheets, assessing defendant prior records and waiving agency fees when authorized. Will also confirm all CCATS (Court Case Administration Tracking System) files are complete and prepared and will gather all physical and administrative supplies required by the Judges and Clerks.
• Ensures hearing readiness by reviewing docket pleas, verifying judgment and conviction dates, checking arrival sheets, assesses defendant prior records, and waiving agency fees when authorized.
• Manages Court docket data by printing, notating, scanning and inputting real-time data; will delivers notices in court or by mail and will verify and maintain accurate defendant contact information. Will also maintain hearing records and verify courtroom physical setup, record live court sessions, and distribute completed timesheets, agency information, and judicial orders directly to defendants.
• Coordinates the background screening process by receiving and reviewing background check requests from the Animal Services Manager. Routes files to the Warrant Office or Community Court Manager as required; and will evaluate results to issue formal eligibility responses.
• Manages specialty hearing calendars by creating, updating, and distributing FSH (Financial Status Hearing) notices; schedules defendants for FSH hearings and manages the mailing of legal correspondence.

OTHER JOB FUNCTIONS

• Reviews and updates community service forms, applications, legal waivers, and departmental policies/procedures to ensure compliance and efficiency.
• Audits scheduled hearing lists to flag and research returned mail; proactively contacts defendants via phone or mail regarding upcoming required appearances.
• Assists with post-community court docket duties as time allows.
• Gathers supplies and provides other administrative needs for Judge & Clerks.
• Other duties as assigned

MINIMUM QUALIFICATIONS

• Knowledge of general administrative practices and procedures.
• Skilled in Microsoft Office Suite (advanced Excel capabilities for reporting is a plus), data entry, and specialized court management software (e.g., Incode).
• Skilled in meticulous record-keeping and able to maintain neutrality and confidentiality.
• Skilled in or able to quickly develop strong legal reading comprehension.
• Skilled in quality customer service, especially managing irate customers.
• Ability to communicate professionally and tactfully with the public and other city employees by both oral and written means.
• Ability to organization, conceptualize and focus with great attention to detail.
• Ability to exercise discretion and independent judgment utilizing knowledge of the organization's policies.
• Ability to work independently with general instructions.
• Ability to perform a variety of physical skills including but not limited to filing, pulling, seeing, sorting, squatting, standing, stooping, twisting body, typing, walking, and writing.
• Ability to operate a variety of office equipment including but not limited to PC, telephone, calculator, scanner, and copier.
• Ability to prioritize deadlines, tasks and independent work.
• Ability to learn new systems and procedures quickly.
• Ability to work onsite and within a set schedule.
• Ability to exercise good judgment and resolve problems with minimal assistance.
• Ability to complete multiple tasks in an expeditious manner.
• Ability to communicate fluently in English and Spanish to meet business‑critical needs, including providing accurate information and service to Spanish‑speaking customers.

Qualifying Education and Experience

• An associate’s degree in criminal justice, Public Administration or a related field
• A minimum of three (3) years’ administrative experience ideally within a court, legal or law enforcement or municipal government environment
• An equivalent combination of education and experience

PREFERRED QUALIFICATIONS

• Court experience is preferred

Employment Screenings Required

• Criminal background check
• CJIS clearance

City of Arlington is an Equal Opportunity Employer.

The people that work for the City of Arlington directly impact our community, citizens, visitors and businesses. Become a leader in your chosen profession by joining the City’s dynamic workforce and make a positive contribution to the American Dream City!

The City will make reasonable accommodations upon request for qualified individuals with disabilities.

Requests for reasonable accommodations should be sent to [e-mail].

If you do not find a job that suits your experience, we welcome you to introduce yourself so Human Resources may be able to guide you to other opportunities.