Pretrial Court Assistant

Pretrial Court Assistant

Created by state law in 1968, the 61st District Court has a high-volume caseload. The court has jurisdiction within the City of Grand Rapids, the second largest city in the state and the largest in Kent County. The 61st District Court is comprised of six (6) elected judges, one (1) appointed attorney magistrate, and a dedicated support staff in the Clerk's Office and Probation Department. The 61st District Court Team is committed to providing excellent customer service to the public and to ensuring the effective and impartial management of cases.

Under general supervision, the incumbent coordinates and supports the pretrial case processing functions within the Probation Department. Work includes reviewing arrest documentation, screening cases, completing required forms, maintaining victim case files, and coordinating referrals to appropriate community resources. Work is reviewed through observation, reporting, and file audits.

Essential duties and responsibilities include:

• Reviews the daily arrest sheet to identify misdemeanor cases involving assault and battery, domestic violence, and child abuse.
• Reviews police reports for each identified case to determine whether the incident involves a qualifying relationship, including intimate partners, parent-child relationships, siblings, or other qualifying family members.
• Runs a LEIN check and obtains a driving record for each qualifying case; completes a Client Services Summary and Order of Special Conditions of Bond; and assembles the complete case packet in the required order.
• Distributes completed packets to the designated Deputy Court Clerk and submits original packets to Case Initiation.
• Maintains a daily log of all identified cases and conducts weekly follow-up to determine case disposition, including whether the case was ordered to COMIT or charges were not filed. Reports findings to the Deputy Court Clerk.
• Serves as an initial point of contact for victims in cases proceeding through the judicial process; provides basic procedural information and coordinates referrals to appropriate City of Grand Rapids and community resources.
• Establishes and maintains individual victim case files, collecting relevant information including contact details, victim impact statements, and restitution documentation.
• Transmits case files to the PSI team upon adjudication requiring a Pre-Sentence Investigation. Closes and retains records for cases that are dismissed or not filed.
• Emails required documentation to designated staff in accordance with established workflow procedures.
• Contributes to the efficiency and effectiveness of the Court's services by participating as an active and collaborative member of the Probation team.
• Demonstrates regular and predictable attendance, including attendance at required meetings.

Performs other related duties as assigned.

Minimum Training and Experience

Associate's degree in criminal justice, public administration, accounting or closely related area; or, high school diploma or equivalent (G.E.D) and three (3) years of specialized experience in accurately applying rules, regulations or directives and the routine use of specialized terminology and office technology. Certified LEIN operator and recertify as applicable. Directly related college-level coursework may be substituted for required experience on a year-for-year basis.

Other Necessary Qualifications

Knowledge:

• Court procedures and policies, legal documents, laws, and other information pertaining to the court or court procedures;
• Basic victim rights and confidentiality requirements applicable to a court setting;
• Community resources and referral agencies available within the City of Grand Rapids;
• Court record keeping principles and practices;
• Code of Conduct and compliance with the Code of Conduct and court confidentiality requirements.

Skills:

• Performing accurate data entry and maintaining complete and organized case records;
• Contributing effectively to the accomplishment of the Court's goals, objectives and activities;
• Use of automated systems and applications including word processing, spreadsheet and database applications, internet, financial systems, accounting applications, and various other types of systems and software.

Abilities:

• Perform specialized clerical and administrative support work in a court environment;
• Consistently demonstrate sound ethics and judgment;
• Communicate effectively (orally and in writing) to individuals and groups to provide information regarding court information, practices and procedures;
• Maintain strict confidentiality of all case-related information;
• Interact professionally with individuals who may be in distress, maintaining appropriate boundaries and referring to qualified personnel as needed;
• Provide customer service and resolve difficulties while complying with regulations, rules, and procedures

Physical Requirements:

Work is performed in an office environment. Positions in the class typically require: reaching, lifting, pushing, pulling, grasping, talking, hearing, seeing and repetitive motions. Move and lift objects less than 25 pounds such as mail, files and supplies. Operate office equipment requiring continuous or repetitive hand/arm movements. The ability to remain in a sitting position for extended periods of time.

Other Information

The job involves making decisions within the context of court policies and procedures and to exercise independent judgment.

Pretrial Court Assistant

Created by state law in 1968, the 61st District Court has a high-volume caseload. The court has jurisdiction within the City of Grand Rapids, the second largest city in the state and the largest in Kent County. The 61st District Court is comprised of six (6) elected judges, one (1) appointed attorney magistrate, and a dedicated support staff in the Clerk's Office and Probation Department. The 61st District Court Team is committed to providing excellent customer service to the public and to ensuring the effective and impartial management of cases.

Under general supervision, the incumbent coordinates and supports the pretrial case processing functions within the Probation Department. Work includes reviewing arrest documentation, screening cases, completing required forms, maintaining victim case files, and coordinating referrals to appropriate community resources. Work is reviewed through observation, reporting, and file audits.

Essential duties and responsibilities include:

• Reviews the daily arrest sheet to identify misdemeanor cases involving assault and battery, domestic violence, and child abuse.
• Reviews police reports for each identified case to determine whether the incident involves a qualifying relationship, including intimate partners, parent-child relationships, siblings, or other qualifying family members.
• Runs a LEIN check and obtains a driving record for each qualifying case; completes a Client Services Summary and Order of Special Conditions of Bond; and assembles the complete case packet in the required order.
• Distributes completed packets to the designated Deputy Court Clerk and submits original packets to Case Initiation.
• Maintains a daily log of all identified cases and conducts weekly follow-up to determine case disposition, including whether the case was ordered to COMIT or charges were not filed. Reports findings to the Deputy Court Clerk.
• Serves as an initial point of contact for victims in cases proceeding through the judicial process; provides basic procedural information and coordinates referrals to appropriate City of Grand Rapids and community resources.
• Establishes and maintains individual victim case files, collecting relevant information including contact details, victim impact statements, and restitution documentation.
• Transmits case files to the PSI team upon adjudication requiring a Pre-Sentence Investigation. Closes and retains records for cases that are dismissed or not filed.
• Emails required documentation to designated staff in accordance with established workflow procedures.
• Contributes to the efficiency and effectiveness of the Court's services by participating as an active and collaborative member of the Probation team.
• Demonstrates regular and predictable attendance, including attendance at required meetings.

Performs other related duties as assigned.

Minimum Training and Experience

Associate's degree in criminal justice, public administration, accounting or closely related area; or, high school diploma or equivalent (G.E.D) and three (3) years of specialized experience in accurately applying rules, regulations or directives and the routine use of specialized terminology and office technology. Certified LEIN operator and recertify as applicable. Directly related college-level coursework may be substituted for required experience on a year-for-year basis.

Other Necessary Qualifications

Knowledge:

• Court procedures and policies, legal documents, laws, and other information pertaining to the court or court procedures;
• Basic victim rights and confidentiality requirements applicable to a court setting;
• Community resources and referral agencies available within the City of Grand Rapids;
• Court record keeping principles and practices;
• Code of Conduct and compliance with the Code of Conduct and court confidentiality requirements.

Skills:

• Performing accurate data entry and maintaining complete and organized case records;
• Contributing effectively to the accomplishment of the Court's goals, objectives and activities;
• Use of automated systems and applications including word processing, spreadsheet and database applications, internet, financial systems, accounting applications, and various other types of systems and software.

Abilities:

• Perform specialized clerical and administrative support work in a court environment;
• Consistently demonstrate sound ethics and judgment;
• Communicate effectively (orally and in writing) to individuals and groups to provide information regarding court information, practices and procedures;
• Maintain strict confidentiality of all case-related information;
• Interact professionally with individuals who may be in distress, maintaining appropriate boundaries and referring to qualified personnel as needed;
• Provide customer service and resolve difficulties while complying with regulations, rules, and procedures

Physical Requirements:

Work is performed in an office environment. Positions in the class typically require: reaching, lifting, pushing, pulling, grasping, talking, hearing, seeing and repetitive motions. Move and lift objects less than 25 pounds such as mail, files and supplies. Operate office equipment requiring continuous or repetitive hand/arm movements. The ability to remain in a sitting position for extended periods of time.

Other Information

The job involves making decisions within the context of court policies and procedures and to exercise independent judgment.

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