Court Operations Coordinator

$41,538 - $41,538/Yr

Barry County Trial Court - Hastings, MI

Full-time - Entry Level

Hastings, MI

About the position

The Court Operations Coordinator provides essential clerical support to the Barry County Trial Court, assisting with budget oversight, maintaining office inventory, and ensuring compliance with confidentiality regulations. This role involves interacting with the public and various stakeholders, processing invoices, and preparing reports related to grant requirements. The coordinator plays a vital role in maintaining the efficiency of court operations in a fast-paced environment.

Responsibilities

• Receives and processes invoices, determines proper funding source and line item for payment, and prepares invoices for all office and program related expenses.
• Processes claims and reimbursement reports for grant reimbursement, tracks receipt of payment and reconciles accounts.
• Assists with preparing monthly, quarterly, and year-end reports to the state to meet grant requirements and certification for multiple grant awards and programs.
• Responds to inquiries at the counter and on the telephone, provides information on OCC programming and problem solving court procedures.
• Researches case activity for attorneys, case managers, probation offices, and other stakeholders and directs people to the proper court, individual or office.
• Assists with monitoring budgets, organizes and maintains related documents and accounts, tracks budget adjustments and assists with audits.
• Provides administrative support to assigned department and management staff, prepares board minutes, correspondence, reports, programs, mailings, and statistical data.
• Maintains office inventory, tracks supply needs, orders and restocks as necessary, and maintains office equipment.
• Opens cases and enters, tracks, and maintains accurate and up-to-date client data into state of Michigan required databases and various other data entry programs and spreadsheets.
• Conducts and observes participant urine and/or saliva drug testing as needed and testifies in court regarding results when required.
• Tracks and coordinates drug testing to meet program certification requirements and to ensure proper billing and payment.
• Assists with issuing, collecting, and/or disseminating appropriate program paperwork, including intake documents, releases, program rules, and eligibility information.
• Participates in treatment court certification interviews with the State Court Administrative Office.
• Assists with financial and program audits pursuant to contractual requirements.
• Creates essential court orders and other necessary documents, meticulously monitoring the signature process to ensure timely processing and certification requirements.
• Maintains confidentiality as required per 42 CFR Part 2, HIPAA, and other federal, state, and local mandates.
• Assists with downloading data from alcohol monitoring devices and scheduling appointments and hearings.
• Prepares agendas for meetings.
• Performs related work as required.

Requirements

• High school diploma or GED required.
• 1-3 years of related work experience, such as secretarial or office management experience.
• Knowledge of proper English grammar, spelling, punctuation, legal terminology, and court procedures.
• Familiarity with basic bookkeeping principles and modern office procedures.
• Proficiency in word processing and spreadsheet applications, particularly Windows and Excel.

Nice-to-haves

• Experience with drug court standards and practices.
• Certification in relevant administrative or technical training.

Benefits

• 401(k)
• Bereavement leave
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Loan forgiveness
• Paid jury duty
• Paid time off
• Retirement plan
• Vision insurance