Job Title:               Court Program Specialist I (Marathon)

Department:          Case Management

FLSA:                     Included

Reports To:            Director of Case Management

Prepared By:          Paunece Scull

Prepared Date:       November 2, 2017

Amended By:           Victoria Duponty

Amended Date:        August 6, 2019

Approved By:         Holly Elomina

Approved Date:      August 6, 2019

 

COURT PROGRAM SPECIALIST I

SUMMARY

 

The essential function of this position within the organization is to assist in the administration and case management of a variety of cases including, circuit and county civil, probate, juvenile, and mental health cases for the Marathon Division of the 16th Judicial Circuit. 

 

This position is responsible for reviewing time standard reports and serving the court by reviewing court files for a timely progression of the case. This position is responsible for interacting with other Courts System personnel, judges, attorneys, clerks and litigants in an effort to coordinate court processes and resources so cases can move in a timely and effective manner from filing to disposition. This position requires significant organizational skills and the ability to perform a variety of complex administrative duties.

 

Although the work is performed under the close supervision of the Director of Case Management, it requires independent judgment and the consistent ability to recognize case issues in order to keep the cases moving in a forward progression.

 

This position is based in the Marathon Division of the Circuit.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

 

            The essential duties and responsibilities include the following.  (Other duties may be assigned.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position).

 


  • Provides assistance to judges in the management of their assigned caseloads; prepares and issues scheduling orders and notices, monitors open cases and advises the judge of cases needing attention.
  • Coordinates with Clerk of Circuit Court in processing and managing  cases. Reviews all clerk memos regarding the status of all open probate cases in the Marathon division.
  • Reviews monthly pending caseload reports for compliance with time standards. Compiles information for judges on pertinent issues regarding the status of all open civil and mental health cases in the Marathon division. Provides support to the judges by way of setting case status conferences when necessary or notices of time standard violations.
  • Monitors all open cases for forward progression.
  • Maintains daily and monthly statistics regarding the volume of cases handled.
  • Answers phones, emails and correspondence from attorneys and litigants.
  • Reviews filings for completeness and compliance with all orders.                             
  • Prepares proper notices and orders as directed by the Judges of the 16th   Judicial Circuit.
  • Maintains and schedules hearings on the magistrate’s civil and probate dockets.
  • Coordinates hearings and court appointed legal representation for mental health cases.
  • Contacts attorneys and self represented litigants as necessary for    compliance with all notices and orders issued.
  • Makes copies, addresses envelopes, and sends out correspondence and orders as directed.
  • Ability to operate a personal computer and use software applications supported by the State Court system.
  • Purchase office supplies.  Monitor office equipment and inventory.
  • Perform all other duties assigned and articulated by the Director of Case Management.

 

SUPERVISORY RESPONSIBILITIES

 

There are no supervisory responsibilities associated with this position.

 

QUALIFICATIONS

 

            To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed herein are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION and/or EXPERIENCE

 

            Refers to job specific training and education that is recommended for entry into the position.  Additional relevant experience may substitute for the recommended educational level on a year-for-year basis.  Bachelor’s degree in public or business administration, criminal justice, psychology, sociology, pre-law or a closely related social science field.  Knowledge of court procedures and ability to handle matters with the professional manner required of court employees.  Ability to communicate clearly, both orally and in writing, with the use of proper grammar and spelling.  Ability to concentrate and perform job duties while working in a stressful environment.  Ability to use a personal computer and word processor.

 

LANGUAGE SKILLS

 

            Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

 

MATHEMATICAL SKILLS

 

            Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

 

REASONING ABILITY

 

            Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

 

CERTIFICATES, LICENSES, REGISTRATIONS

 

            There are no certificates, licenses or registrations associated with this position.

 

PHYSICAL DEMANDS

 

            The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to walk and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds.

 

WORK ENVIRONMENT

 

            The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.