Judicial Services Coordinator

City of Arlington; West Windsor (NJ); On-site; USD 32,000 - 39,000; Full time

Job summary

City of Arlington seeks an administrative assistant for the Judiciary Division of Arlington’s Municipal Court. You will handle semi-complex clerical duties, prepare dockets, maintain case records, and coordinate communication between defendants, judges, and staff.

Ideal candidates have strong organizational skills, high attention to detail, and ability to handle confidential legal data in a fast-paced setting. On-site position with regular hours.

Qualifications

• Associate degree in criminal justice, Public Administration or related field.
• Minimum of three (3) years’ administrative experience, ideally in a court, legal, or municipal government environment.
• Equivalent combination of education and experience accepted.

Responsibilities

• Evaluates intakes and verifies Community Service and Community Court eligibility; initiates review.
• Verifies indigency forms for judges; executes post-ruling workflows and prepares letters/timesheets.
• Tracks indigent/non-indigent data; compiles monthly reports.
• Prepares dockets; verifies dates, records, waivers, and ensures CCATS files are complete.
• Maintains hearing readiness by reviewing pleas and ensuring accurate records.
• Manages court docket data; issues notices and updates defendant contact information.
• Coordinates background screening requests and evaluates results for eligibility responses.
• Manages FSH notices and schedules hearings, distributing legal correspondence.

Skills

Administrative skills

MS Office

Excel reporting

Data entry

Court management software

Record-keeping

Legal reading comprehension

Customer service

Bilingual EN/ES

Education

Associate’s degree in criminal justice

Tools

Incode

Job description

SALARY

$22.50 - $28.13

JOB SUMMARY

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, Skills and Abilities Required

• 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

Preferred Education and Experience

• Court experience is preferred

Employment Screenings Required

• Criminal background check
• CJIS clearance

City of Arlington is an Equal Opportunity Employer.