Court Specialist I

Come join our team! We are now accepting applications for the position of Court Specialist I .

WHY JOIN THE CITY OF SEDONA?

The City of Sedona is a great place to work!

As evidenced by our 2023 Employee Satisfaction Survey:

• Employees have good working relationships with coworkers - 97% agree
• Employees feel the City is a good place to work - 92% agree

POSITION SUMMARY:

Under the direction of the Court Administrator, a Court Specialist is a highly responsible and confidential worker in the judicial system, serving as a court liaison, to attorneys, litigants, other court personnel and other agencies through receiving, investigating, and responding to sensitive phone calls, inquiries, complaints, and emails. They perform and manage complex administrative duties to support the Court’s Judge and Director in court operations and functions in local ordinance, civil and criminal matters.

This position requires a high level of confidentiality, and must maintain both electronic and physical file systems, to ensure that all court processes and documents are prepared and recorded with accuracy and timeliness. The successful candidate will be skilled at multi-tasking and possess exceptional communication and interpersonal abilities, to ensure that court functions run smoothly and effectively.

ESSENTIAL AND MARGINAL FUNCTION STATMENTS

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Performs a variety of technical and complex functions, with discretion and impartiality, to assist in the administration and operations of the Court.
• Communicates with litigants, attorneys, prosecutor, jails, and the public.
• Provides excellent, high-level customer service.
• Prepare and process cases such as misdemeanor, civil traffic, parking violations and other civil matters in compliance with legal requirements and procedures, from inception to completion.
• Tactfully and courteously deal with internal and external customers and judicial partners, responding to and resolving difficult and sensitive inquiries, requests, and complaints with regards to process, procedure, and regulations or laws.
• Create and maintain all physical and electronic case files and records.
• Prepare, proofread, process, and distribute a variety of documents including, convictions, correspondence, judgments, orders, trial notices, summons, subpoenas, and arrest warrants.
• Compile and create case files, records, and supporting documents for court action.
• Exercise and apply independent decision making on granting diversion programs, time payment plans and case status.
• Make appropriate decisions based on knowledge of City Codes, Court procedures, and standards from the Arizona Administrative Office of the Courts (AOC).
• Create, update, and maintain electronic records for all Litigants, Officers, Attorneys, and Victims.
• Serve as a front-line Court liaison via phone, email, and in-person, exemplifying excellent customer service.
• Perform file management functions including alphabetical and numerical case filing, tracking case files, matching documents to cases, and researching records.
• Maintain a professional, positive, and helpful attitude to promote trust and respect.
• Supports and performs courtroom-related services and duties. Records proceedings.
• Assist in all office processes.
• Ensure proper documents, policies and operations are followed to ensure the legal integrity and adherence with State Statutes, case law and rules, and court procedures.
• Perform bookkeeping tasks.
• Daily financial tasks include two reconciliations, and bank deposit preparation.
• Daily receive, record and issue receipts for collected court fines/fees/bail.
• Provide services, while self-monitoring and controlling workloads, priorities, and deadlines.
• Learn and use multiple outside software and databases.

KNOWLEDGE OF

• City, County and/or state government.
• Court or legal terminology, functions, operations, services, or activities.
• Court or legal rules, statutes, concepts, pleadings and/or procedures.
• Accepted bookkeeping and accounting procedures and principles.
• Modern office procedures, practices, equipment and software.
• Microsoft Word, Excel, and Outlook.
• Principles and practices of scheduling appointments and managing calendars.
• Foundation of fiscal, statistical, accounting, and administrative collection and reporting.

ABILITY TO

• Possess a high level of integrity and sense of ethics.
• Handle multiple cases or issues at the same time, while ensuring accuracy and completion.
• Make independent decisions following established procedures, manuals, and codes.
• Understand and carry out oral and written instructions.
• Adhere to Court and City policies, procedures, and regulations.
• Adhere to Arizona Judicial rules, codes, and regulations.
• Apply legal terminology pertinent to court activities and procedures.
• Communicate clearly, concisely, and professionally, both orally and in writing.
• Use the Court’s Case Management System (CMS) proficiently and accurately.
• Enter large amounts of data accurately and in a timely fashion.
• Make decisions, maintain composure and professionalism, and work effectively under stressful conditions and a high volume of interruptions.
• Interact professionally and appropriately with demanding individuals.
• Maintain regular and reliable attendance.
• Type at a speed necessary for successful job performance.
• Independently perform courtroom duties and functions.
• Perform highly responsible tasks, exercising independent judgment and personal initiative.
• Accept coaching and be receptive to essential cross-training initiatives.
• Apply Court policy, procedures, and processes to ensure accurate information is provided.
• Actively participate in building an environment that encourages and supports the team efforts in problem solving issues for continuous improvement.
• To handle large cash transactions and make basic mathematical calculations.
• Respectfully listen, communicate and work effectively with a diverse group of people to include internal and external customers.
• Prepare and maintain dockets and calendars.
• Develop and maintain cooperative working relationships with vendors, staff, judges, attorneys, litigants, judicial partners, private organizations, and the public.
• Organize work using checklists and docket control.
• Control cash, logging, tracking, depositing and fund breakdown of payments.
• Demonstrate superior, seamless customer service, integrity, commitment to innovation, efficiency, and fiscal responsibility.
• Demonstrate a willingness to accept changes to work priorities and openness to new ideas and approaches to completing work assignments.
• Meet strict deadlines.
• Respond to requests and inquiries from the public in a cordial and professional manner.
• Maintain strict confidentiality of privileged and sensitive information and data.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
• Assess and prioritize multiple tasks, projects and demands.
• Satisfy Arizona Supreme Court’s required continuing education mandates on an annual basis.
• Operate a motor vehicle with valid driver’s license and a good driving record.

EXPERIENCE AND TRAINING

Any combination of education, experience or training that demonstrates the required knowledge and abilities is qualifying. Examples include:

• A minimum of a high school diploma or equivalent.
• A minimum of 1 year of customer service or administrative experience.
• A minimum of 1 year cash-handling experience.

WORKING CONDITIONS

Fast-paced and high-stress office and courtroom environment, with a high volume of work and demand for accuracy. Required to maintain confidence and control of courtroom proceedings. Work requires the ability to read procedures, reports, and correspondence. It also requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division. Planning responsibilities include managing time, demonstrating integrity and ingenuity in the performance of assigned tasks. Work is widely varied, involving analyzing and evaluating many complex and significant variables.

Essential and other important responsibilities and duties may require maintaining physical condition necessary for sitting for prolonged periods of time, prolonged computer work, and working closely with others; may be required to perform a full range of motion with lifting and/or carrying supplies, materials, equipment and/or items weighing up to 25 pounds, general manual dexterity.

BENEFIT INFORMATION

The City of Sedona offers a competitive benefit package that includes:


• Arizona State Retirement System

• 100% City-paid health, dental and vision coverage for employee

• Substantial contributions to health, dental and vision coverage for dependents

• City provided $50,000 group term life insurance

• Short-term disability

• PTO time upfronted July and January (96 hours per year)

• Generous vacation accrual rates (72 hours per year)

• Eleven paid holidays

• Free Verde Shuttle bus passes ($80/month value)

• $1,000 Employee Referral Award Program

• Red Rock hiking passes

• Deferred compensation - Optional IRS 457 plans

• Wellness program

• Tuition reimbursement - $2,500/year

• Pet insurance

...and so much more!

HOW TO APPLY
To apply for this outstanding job opportunity, click here .

CONTACT INFORMATION
City of Sedona
Human Resources
102 Roadrunner Drive
Sedona, AZ 86336
928-203-5038 or 203-5189

HumanResources@SedonaAZ.gov

The City of Sedona is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the City are based on business needs; job requirements; individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status; past or present military service; or any other status protected by law or regulation.

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• City of Sedona

• 9282035189

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