Senior Court Specialist

Position performs administrative, legal, financial, and customer service related functions and serves as a team leader in the customer service division of the Court. Responsibilities Serve as a team leader in the customer service division by coordinating staffing and equitable assignment of work; act as an informational resource and primary contact for team members regarding procedural issues; provide initial and ongoing training to team members; and work with the Court Supervisor to resolve conflicts and issues among staff. Promote accountability for the assigned functional area by ensuring services are delivered promptly and professionally; ensuring the accuracy of work product and information given to customers; ensuring compliance with applicable policy and directives; and maintaining key statistics regarding functional area activity. Communicate and work cooperatively with other functional area leaders by maintaining high levels of communication both up and down the chain of command; provide input and insight based on experience to the Court Supervisor; and prepare correspondence and time-sensitive reports. Develop and execute action plans pursuant to direction received and develop work procedures derived from policy and other directives; regularly hold division meetings to ensure ongoing communication and process improvements; and participate in Policy and Procedure review with Court Supervisor. Perform advanced customer service by resolving complex customer inquiries and de-escalating situations involving difficult customers. Perform financial reconciliation of the daily Court deposit, prepare financial reports on a routine basis, and process disbursements in accordance with Minimum Accounting Standards. Perform the functions of Court Specialist position as needed and perform the functions of the Court Supervisor position in their absence. Qualifications Formal Education/Knowledge: Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six months to one year of advanced study or training past the high school equivalency. Community college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training. Experience: Minimum two years of experience in a related field. Certifications and Other Requirements: Must be bondable. Reading: Ability to read at a level commensurate with college entry level and navigate, read, and comprehend state statutes, municipal ordinances, rules of court, administrative guidelines, policy manuals, training manuals, financial reports, audit reports, and similar documents. Math: Ability to add, subtract, multiply, and divide dollar amounts and percentages for the purpose of determining allocation of fines, fees, surcharges, and funds held in trust that are receipted by the court. Writing: Ability to draft correspondence including memos, formal letters, and reports. Managerial: Semi-Complex work requires functioning as a lead worker performing essentially the same work as those directed, and includes overseeing work quality, training, instructing, and scheduling work. Policy/Decision Making: Significant - The employee normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. More complex work as well as decisions with more significant impacts may be reviewed prior to being finalized. Technical Skills: Broad Application - Work requires the use of standard technical skills appropriate to the work environment of the organization. Limited analysis and independent thinking is utilized. Interpersonal/Human Relations Skills: Moderate - Interactions may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Contacts may also involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Training and Onboarding Complete City of Goodyear Employee Orientation (GEO) and orientation to the Court. Complete mandatory annual required COJET training. Review personnel procedures, Core Values, Judicial Canons, division policy/procedures, etc., with Court Supervisor. Participate in one-on-one meeting with Court Supervisor within first 30 days. Participate in regular Court Supervisor/Seniors meetings, provide feedback on training progress for Court Specialists, assist Court Supervisor with monthly calendar assignments, and discuss future and ongoing projects within customer service division. Attend Leadership meetings within the Court. Shadow Customer Service window and take notes, ask questions, learn procedures, and seek clarification. Complete training in Employee Access & Executime. Complete training in AJACS system navigation. Review division personnel performance objectives and duties: schedule time in Outlook with each team member to conduct initial meetings and begin building rapport, shadowing job duties, and assist in development and implementation of training plans for Court Specialists as needed. Complete training and demonstrate proficiency in Court Specialist tasks, with the ability to effectively train Court Specialists: Court payment processing, email and fax processing, docketing and use of notes tab. Customer service phone calls: docketing phone calls. Customer service window training: nCourt credit card machine, counter plea, DDS Extension, arraignment Continuance, payment plan/adjustments, motions & correspondence, protective order petitions. Citation entry: screening of citations, citation rejections. Records request processing. Defensive Driving School payment and queue processing. Civil calendar preparation. Processing returned mail. Filing of case files in various areas: closed, post-adjudicated, protective orders, court dates. File folder creation. Scanning of case documents to AJACS. Complete training and demonstrate proficiency in the following areas: first and second verification of daily deposit into AJACS and Munis, cash drawer verification, Minimum Accounting Standards (participate in MAS Checklist completion), overage/shortage cash drawer policy (completion of overage/shortage report, notification to Court Supervisor and Court Director), voiding and adjusting financials, deleting AJACS events and correcting AJACS case errors, manual receipting procedures, maintenance of financial logs in accordance with Minimum Accounting Standards and ensuring timelines are met for disbursements by use of Microsoft Excel & Task Manager (Void Log, Bond log, Hold receipt log, Restitution log). Voiding of receipts for court specialist receipting errors per policy (monitor compliance with replacement receipt processing). OLCP/FARE report processing (web/IVR). Tax Interception Program: payment processing, error report processing. BatchCon, MVD queue, check request entry for disbursements of bonds, restitution, and overpayments into Munis, e-Citation processing, longform processing. Complete training in Court Outlook calendar management. Complete training in Task Manager & demonstrate knowledge of the Municipal Court Processing Standards. Assist Court Supervisor with policy/procedure creation and revisions. Help Center inventory and resource maintenance. #J-18808-Ljbffr City of Goodyear