Court Services Administrative Coordinator

Job Description

Job Description

POSITION TITLE: ADMINISTRATIVE ASSISTANT FOR COURT SERVICES

REPORTS TO: Director of Court Services

LOCATION: SESCIL, Englewood NJ

FLSA STATUS: Non-Exempt

POSITION SUMMARY

The Administrative Assistant for Court Services provides comprehensive administrative and operational

support to the Court Services Department. This position is responsible for coordinating client

appointments, maintaining case documentation, processing administrative records, supporting fee

collection activities, and ensuring efficient day-to-day operations. Because the department serves a

diverse client population, the ability to communicate fluently in both English and Spanish is required.

The role serves as a key point of contact for families, court evaluators, and internal staff while

maintaining confidentiality and providing exceptional customer service.

WHY THIS ROLE MATTERS

The Administrative Assistant for Court Services plays a vital role in ensuring families receive timely,

organized, and professional support throughout the court services process. By maintaining accurate

records, coordinating appointments, and facilitating communication among clients, evaluators, and staff,

this position helps promote efficient service delivery, regulatory compliance, and a positive client

experience.

KEY RESPONSIBILITIES

Program Operations / Service Delivery

• Coordinate and schedule appointments between families and court evaluators.

• Welcome and assist clients during onsite appointments, creating a professional and supportive

environment.

• Maintain organized paper and electronic case files.

• Update and maintain electronic case management records, spreadsheets, and departmental

tracking systems.

• Perform general administrative duties to support the daily operations of the Court Services

Department.

Compliance & Documentation

• Maintain confidential client records in accordance with applicable privacy laws, organizational

policies, and professional standards.

• Adhere to Association of Family and Conciliation Courts (AFCC) standards and best practices.

• Ensure documentation is complete, accurate, and filed in a timely manner.

• Assist with record management and document preparation as needed.

Family/Client Engagement

• Serve as a primary point of contact for families regarding scheduling, appointment coordination,

and general inquiries.

• Communicate professionally with parents, children, court evaluators, and other stakeholders by

phone, email, and in person.

• Provide bilingual (English/Spanish) communication and support to clients, families, and

community partners.

• Provide courteous and responsive customer service while maintaining confidentiality.

Collaboration & Communication

• Collaborate with the Finance Department regarding payment processing and fee collection.

• Follow up on client cases through phone and email communications.

• Support the Director of Court Services with administrative projects and departmental initiatives.

• Perform additional duties as assigned to support departmental operations.

QUALIFICATIONS

Education

• Associate's degree required; Bachelor's degree preferred.

Experience

• Two (2) years of administrative experience in an office environment preferred.

• Experience working with confidential information and multiple priorities preferred.

• Experience in a legal, court, social service, or nonprofit setting is a plus.

Additional Requirements

• Fluency in both English and Spanish (written and verbal) is required.

• Willingness to learn legal and court-related terminology.

CORE COMPETENCIES

• Excellent verbal and written communication skills.

• Strong interpersonal and customer service skills.

• Cultural competence and ability to work respectfully with diverse populations.

• Strong organizational and time management skills.

• Critical thinking and problem-solving abilities.

• Ability to prioritize multiple assignments and consistently meet deadlines.

• Ability to work independently while contributing effectively as a member of a team.

• High level of professionalism, discretion, and confidentiality.

TECHNICAL SKILLS

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

• Experience using Adobe Acrobat.

• Ability to learn and effectively utilize electronic case management systems and database

software.

• Strong computer literacy and data entry skills.

WORK ENVIRONMENT & PHYSICAL DEMANDS

• Primarily office-based work environment.

• Prolonged periods of sitting and computer use.

• Frequent walking throughout the office to assist clients and staff.

• Ability to occasionally lift and move materials weighing up to 20 pounds.

• Frequent interaction with clients, families, and community partners in person and by telephone.

WORK SCHEDULE

Employment Status: Full-Time, 40 hours per week

• TypicallyMonday through Friday during standard business hours (e.g., 9:00 AM – 5:00 PM), tbd

with supervisor.

• Occasional early morning or evening hours may be required to support departmental or

organizational needs.

• Flexibility may be required to accommodate client appointments and program priorities.

COMPENSATION

• Salary range: $38,000 to $40,000

• Compensation commensurate with experience and qualifications.

• Eligible for Bergen Family Center's comprehensive benefits package, including health, dental,

vision, retirement plan, paid time off, vacation, sick leave, and other applicable employee benefits.

• Eligible for professional development and ongoing training opportunities