Administrative Coordinator, Criminal Courtroom Services

Job Description

Job Description

Description

The Courtroom Services Clerk plays a critical role in supporting courtroom operations within the Municipal Criminal & Traffic Division of the Hamilton County Clerk of Courts. Assigned to active courtrooms at the Justice Center or Courthouse, this position ensures the timely and accurate processing of court activity by recording judicial actions in real time, preparing and maintaining dockets, managing case information within the Case Management System, and facilitating communication between courtroom staff, attorneys, and the public.

This position serves as a central point of coordination within the courtroom, where accuracy, speed, and attention to detail are essential. Courtroom Services Clerks are responsible for maintaining the integrity of official court records by entering and verifying case information, processing judicial decisions, and ensuring all documentation is complete, properly recorded, and accessible. The role requires the ability to perform high-volume data entry and records management functions while responding to live courtroom activity and evolving case demands.

In addition to clerical responsibilities, this role requires consistent interaction with judges, attorneys, defendants, and members of the public. The Courtroom Services Clerk must maintain a professional, composed, and service-oriented approach in a fast-paced, high-pressure environment, balancing technical accuracy with responsive and respectful customer service.

The Courtroom Services Clerk is expected to demonstrate the following:
• Clerical Accuracy – Ensures accuracy in data entry, document scanning, and record verification, minimizing errors and maintaining high-quality court records.
• Courtroom Operations Support – Prepares and maintains dockets, records judicial actions in real time, and ensures timely processing of courtroom activity.
• Attention to Detail – Verifies and reviews court orders, and entries to ensure procedural compliance and completeness.
• Customer-Facing Service – Interacts with attorneys, defendants, and the public with professionalism, clarity, and empathy.
• Collaborative Coordination – Works closely with judges, bailiffs, and other courtroom personnel to support smooth court proceedings and accurate case flow.
Essential Duties

50%: COURTROOM SUPPORT
• Maintain a professional, composed, and respectful demeanor while providing in-person support to judges, attorneys, defendants, and members of the public during courtroom proceedings.
• Greet and assist individuals appearing in court, answering questions and directing them appropriately to ensure efficient courtroom flow.
• Respond to real-time requests from the bench and court personnel regarding case status, documentation, and docket activity.
• Retrieve and provide case-related information to attorneys, defendants, and court partners using both electronic systems and physical records.
• Support the orderly progression of court proceedings by anticipating needs, maintaining awareness of case activity, and ensuring timely access to information.
• Safeguard the confidentiality of sensitive information and maintain the integrity of all interactions within the courtroom environment.

40%: CLERICAL AND CASE PROCESSING
• Record court actions, proceedings, and outcomes with speed and accuracy during active court sessions, ensuring judicial decisions are properly entered into the Case Management System.
• Prepare daily dockets and case files for scheduled hearings, ensuring all materials are complete, organized, and aligned with the court calendar.
• Review and process judicial entries, affidavits, and related filings to ensure accuracy and procedural compliance.
• Coordinate with judges, courtroom staff, and internal departments to ensure timely routing, processing, and resolution of case files.
• Prepare and update traffic dockets for arraignment courtrooms, ensuring accuracy and readiness for scheduled proceedings.
• Assign and input new court dates into the Case Management System in accordance with judicial directives.
• Digitally scan and index traffic tickets, judicial entries, and other court-related documents into the Case Management System.
• Ensure all scanned records are accurately categorized, properly stored, and readily retrievable.
• Conduct quality control reviews to confirm scanned documents are legible, complete, and correctly associated with case files.
• Maintain and organize physical case jackets and electronic records in accordance with records retention policies and confidentiality standards.
• Perform additional clerical duties and special assignments as needed to support operational efficiency and continuity.

10% CUSTOMER SERVICE & COMMUNICATION
• Respond to inquiries via phone, email, and in person, providing clear and accurate information regarding court procedures and record requests.
• Communicate effectively with judges, attorneys, and clerical staff to verify, clarify, and update case information.
• Assist in resolving issues related to court records, ensuring timely and accurate updates to case information.
• Maintain a professional and service-oriented approach when interacting with individuals in both routine and high-stress situations.

Preferred Skills and Knowledge

PREFERRED SKILLS:
Knowledge of:
• Municipal court processes, terminology, and procedures related to criminal and traffic cases, including courtroom flow, case progression, and judicial decision-making.
• Case documentation standards and courtroom protocols, including docketing, journal entries, warrants, and maintenance of official court records.
• Confidentiality requirements, public records laws, and compliance standards applicable to court operations and sensitive legal information.
• Case Management Systems and electronic recordkeeping systems used to track, update, and maintain case information.
• Data entry principles, including accuracy verification, error detection, and maintaining data integrity in high-volume environments.
• Document scanning, indexing, and digital records management practices to ensure accessibility, organization, and compliance with retention standards.
• Basic math and cashiering principles related to calculating fines, fees, and court costs.
• Customer service principles and practices in a public-facing, high-accountability environment.
• General office procedures, clerical operations, and administrative best practices within a structured and compliance-driven setting.
Ability to:
• Maintain professionalism, composure, and focus in a fast-paced courtroom environment while responding to real-time requests with accuracy and discretion.
• Accurately record court proceedings and judicial actions during live sessions while maintaining attention to detail under time-sensitive conditions.
• Collaborate effectively with judges, bailiffs, supervisors, and Clerk’s Office staff to support efficient courtroom operations.
• Prioritize and manage multiple responsibilities while adapting to changes in court schedules, case volume, and operational demands.
• Enter, review, and verify high volumes of data with speed and precision while ensuring completeness and accuracy.
• Interpret and apply court rules, policies, procedures, and legal documentation requirements consistently. Docusign Envelope ID: 10A0B2DF-57B1-88A9-80D4-104F3B1B4834
• Review and process judicial entries, citations, warrants, and related documents in accordance with established procedures.
• Scan, organize, retrieve, and maintain court documents using electronic and physical recordkeeping systems.
• Exercise sound judgment when addressing questions, resolving routine issues, or escalating concerns as appropriate.
• Communicate clearly and professionally with individuals from diverse backgrounds, including in high-stress or emotionally sensitive situations.
• Maintain confidentiality and handle sensitive information with discretion and integrity at all times.
Skilled in:
• Interpreting judicial orders, case documents, and legal filings to ensure accurate processing, entry, and routing.
• Performing high-volume data entry with a high degree of speed, accuracy, and attention to detail.
• Managing and maintaining court records, including verification, organization, and retrieval of both electronic and physical documents.
• Utilizing case management systems, document imaging systems, and standard office software to support courtroom and clerical operations.
• Providing professional, responsive, and solutions-oriented customer service to attorneys, defendants, and the general public.
• Communicating effectively, both verbally and in writing, including explaining procedures and responding to inquiries clearly and professionally.
• Managing multiple tasks simultaneously in a high-pressure, time-sensitive courtroom environment.
• Identifying discrepancies or errors in case information and taking appropriate action to correct or escalate issues.
• Maintaining organization and workflow efficiency across competing priorities and deadlines.

Qualifications

QUALIFICATIONS:
• High School Diploma or GED.
• Associate’s Degree in Criminal Justice, Business Administration, Public Administration, or a related field preferred.
• One (1) year of experience in an office, clerical, administrative, or customer service role in a high-volume, detail-oriented environment required.
• Any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities.