PROBATE COURT #2 - COURT COORDINATOR [START DATE 01/01/27]

County of El Paso; El Paso (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

County of El Paso is seeking a Court Coordinator for Probate Court. The role administers and supervises court operations, maintains dockets, coordinates with judges, attorneys, and public, and ensures efficient disposition of cases. Includes scheduling, budgeting support, and confidential office duties.

The position emphasizes customer service, policy adherence, and collaboration with court staff to improve caseload management and ensure timely hearings.

Qualifications

• Associate degree with five years’ related experience or equivalent combination of education and training.
• Valid driver’s license by date of hire; driving record acceptable to County of El Paso.
• 16 hours of mandatory continuing education annually for court coordinators.
• Access to County network requires a personal mobile smart device by start date.

Responsibilities

• Acts as liaison between Judge, other officials, and the public; handles inquiries and referrals.
• Manages weekly and monthly court dockets; monitors case age and readiness of trial dockets.
• Notifies attorneys, defendants, plaintiffs, and others of hearings; manages continuances.
• Prepares judgments; opens/closes cases; handles expungements; maintains docket records.
• Assigns attorneys; coordinates transfer of cases; issues citations and subpoenas.
• Compiles reports and conducts special studies; drafts notices and legal documents.
• Maintains calendars, schedules meetings, and distributes agendas; records minutes.
• Interprets constitutional/state statutes; stays updated on legislation; travels as needed.
• Monitors budgets, purchases, and inventory; supports IT and budget processes.
• Performs secretarial duties; notarizes documents; maintains confidentiality.

Skills

Paralegal experience

Case management

Research skills

Customer service

Scheduling

Communication

Education

Associate’s degree in criminal justice or related field

Job description

Please note, this position will be available in Probate Court #2 on January 1, 2027 under Judge-Elect Gabriella Reed.

Acceptable Experience and Education

Associate’s degree in criminal justice, social or behavioral science, or related field and five (5) years required experience as a paralegal, legal secretary, or in case management or criminal justice;

Orany equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certificates and Licenses Required

(Depending on area of assignment):

Must have or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.

Each court coordinator of a district or statutory county court shall annually complete sixteen (16) hours of mandatory continuing education as required under Texas Government Code section 74.106.

In order to access the County’s network and systems, a personal mobile smart device is required by the hire start date.

Essential Duties

Serves as liaison between the Judge, Justice of the Peace, or Associate Judge and other elected officials, department heads, agencies and the general public; provides assistance and follow up as needed; responds to complaints or questions about a specific program and/or its services; researches information; makes appropriate referrals for assistance;

May serve as the initial point or back up of phone, email, or personal contact to the Judge, Justice of the Peace, or Associate Judge;

Sets, prepares, maintains, and supervises the weekly and monthly dockets for the court; monitors the age of cases and the readiness of the trial dockets; suggests improvements in caseload management and spots trouble areas to enable fair and speedy disposition in all cases;

Notifies attorneys, defendants, plaintiffs, bondsmen, and other applicable parties of trial, pretrial and all other hearings; resets or continues cases and hearings as directed;

Prepares judgments; opens and closes cases; accepts and processes court ordered expungements; files and stores documents; administers oaths and affidavits; makes certificates and affixes the court's seal to those certificates;maintains central docket records for all cases filed in the court;maintains an index of all court judgments for cases arising in the court; performs the other duties required by law and assists the judge in handling matters before the court;

Assigns attorneys and coordinates the transfer of cases as directed;

Issues and recalls citations, warrants and subpoenas as directed;

Gathers, organizes, and summarizes information for special projects; prepares various routine and complex reports, tables, graphs and statistical summaries; conducts special studies and projects as directed;

Assumes responsibility for delegated administrative and clerical tasks; creates, edits, and reviews various documents, memos, letters, or reports after checking for accuracy, content and compliance with regulations; composes routine replies requiring understanding of procedures and policies; prepares various notices and/or legal notices and advertisements and have them published;

Establishes and maintains files and records;schedules document/record archive and disposal;

Maintains calendar for the Judge, Justice of the Peace, or Associate Judge; arranges and schedules meetings; prepares and distributes meeting agendas; attends meetings and takes notes and/or minutes; revises, sorts and extracts files and documents;

Interprets Federal and State Constitution, State Statutes and county policies, procedures and regulations and stays informed of changing legislation;

Makes travel arrangements, prepares itinerary and travel budget,and submits travel items for approval; processes and submits travel vouchers with corresponding receipt documentation for payment;

Processes and reviews purchase orders and invoices; authorizes payments up to specific limits; monitors spending and budget balances, encumbrances, transfers and appropriations; and maintains inventory of supplies needed by the department; processes billings; receives payments; balances receipts with payments;

Assists the office staff with information technology issues; serves as a liaison between the office and the Information Technology Department; reports any equipment maintenance needs for appropriate action;

Prepares and submits annual budget requests on behalf of the Judge, Justice of the Peace, or Associate Judge; maintains records of department budget throughout the fiscal year as directed;

Performs legal secretarial duties; notarizes documents;

Develops internal policies and procedures;

Maintains confidentiality;

Substitutes, if assigned, for coworkers during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations;

Attends and participates in meetings, training and information sessions;

Meets with Presiding Judge, Justice of the Peace, or Associate Judge to identify and resolve problems;

Submits items to the County Clerk for Commissioners Court agendas;

Supervises department employees as directed, including assigning and reviewing work, training, completing performance evaluations, and making recommendations on hiring, terminating, and disciplining personnel;

Motivates and evaluates department staff as directed; provides or coordinates training and works with employees to correct deficiencies;

Maintains online website;formats and updates files on the department webpage;

Stays abreast of new trends and innovations in the field;

Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and

Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.

County, District, and Associate Court Assignments:

Manages the jail docket for the court to ensure that defendants are brought to court in a timely manner for their appearance(s) in court; works with jail management to expedite the cases for incarcerated individuals so as not to incur a greater cost to the county; assists with arraignment-jail pleas and sentencing procedures;

Plans and orders each week the summons of jurors adequate for the court from the standpoint of both economy and efficiency based on each court’s schedule and docket and follow-up on absentee jurors;

Divides and assigns individual panels to be used by the court; plans the re-use and reassignment of jurors to meet the court’s needs after qualification of the central panel;

Coordinates the availability of courtroom and personnel (i.e., visiting judge, court reporter and bailiff);

Performs mail runs to County’s mail room and delivers correspondence to various departments as needed;

Other Important Duties*

Performs such other related duties as may be assigned;

Work extended hours and weekends as an executive employee reporting to the Judge;

Maintains a professional caliber of attire and decorum at all times;

Maintains a safe and healthy work place environment;

May require out of town travel for professional conferences and meetings; and

As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.

Summary of Position

The Court Coordinator under general supervision administers, directs, supervises, and plans the operations of the court, relieves the judiciary from non-judicial administrative tasks, and contributes to the rapid disposition of high-volume caseloads.

Organizational Relationships

Reports to: Presiding Judge, Justice of the Peace, or Associate Judge

Directs: Supervises as directed

Other: Has frequent contact with other county employees, attorneys, judges, legal staff, law enforcement personnel, other public agencies, bonding companies, and the general public

Minimum Requirements: Knowledge, Skills, and Abilities

Knowledge of: policies, practices, procedures, and legal terminology related to the court system; Federal, State, Local, and County applicable laws, rules, regulations, and guidelines; bookkeeping principles and practices; the principles and practices of effective customer service; principles and practices of modern office administration; business correspondence and report preparation; secretarial practices and procedures; English usage, grammar, punctuation and spelling; standard business computer applications; computer