Case Services and Scheduling Coordinator

MEDINA COUNTY DOMESTIC RELATIONS COURT

POSITION DESCRIPTION

Position Title: Case Services and Scheduling Coordinator

Department: Court Operations

Supervisor: Court Administrator

FLSA: Exempt

Civil Service: Unclassified

Resumes: resumes@medinadr.org

POSITION PURPOSE

Provide administrative support for the Court’s case scheduling and document processing functions by monitoring filings, coordinating hearing calendars, and ensuring the accurate routing and processing of case documents in accordance with established Court procedures.

POSITION SUMMARY

The Case Services and Scheduling Coordinator supports the Court’s case scheduling and document processing functions by monitoring filings transmitted from the Clerk of Courts, routing matters to the appropriate judicial officer in accordance with established protocols, and coordinating the scheduling of hearings and related proceedings. The position processes filings in accordance with established Court procedures, prepares scheduling notices and draft entries, and maintains accurate docket and calendar information within the Court’s case management system. In coordination with Judges, Magistrates, Court Administration, attorneys, litigants, and Court staff, the position facilitates the timely movement of cases through the Court and reviews judicial documents prior to transmission to the Clerk of Courts to ensure proper routing and compliance with Court procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties describe the general nature and level of work performed by this position. They are not designed to be an exhaustive list of all responsibilities, duties, or skills required. Additional duties may be assigned as needed.

1. Monitor case filings from the Clerk of Courts to ensure filings are received, reviewed, and processed in accordance with established Court procedures.

2. Review filings and route matters to the appropriate Judge, Magistrate, or hearing officer in accordance with established case assignment and routing protocols.

3. Assist with the processing of new filings, including preparation of draft orders, scheduling entries, and notices for review and issuance by the Court.

4. Coordinate and schedule hearings and court proceedings, working with Judges, Magistrates, attorneys, litigants, interpreters, court appointees, and Court staff to ensure accurate and timely calendaring.

5. Maintain and manage hearing sessions and courtroom calendars to promote efficient scheduling and the orderly progression of cases.

6. Coordinate and monitor court appointments, including scheduling and tracking appointments of interpreters, evaluators, guardians ad litem, and other court-appointed professionals, to ensure compliance with Court procedures and timely case progression.

7. Monitor case activity and applicable procedural deadlines to ensure matters are scheduled and processed in accordance with Court rules and administrative timelines.

8. Maintain accurate docket entries, case records, and scheduling information within the Court’s Case Management System and Office 365 tracking tools.

9. Review judicial documents prepared by Judges and Magistrates prior to transmission to the Clerk of Courts to ensure proper routing and compliance with Court procedures.

10. Coordinate the transmission of judicial entries, orders, and notices to the Clerk of Courts for docketing and official recordkeeping.

11. Communicate professionally with attorneys, litigants, law enforcement, outside agencies, and Court staff regarding scheduling matters, procedural inquiries, and case status.

12. Provide procedural information regarding Court processes while refraining from providing legal advice or interpreting legal rights.

13. Participate in testing of the Court’s Case Management System related to assigned duties and daily operations.

14. Assist the Court Administrator with operational tasks, workflow improvements, and special projects as assigned.

15. Perform related duties and responsibilities as assigned by Court Administration to support the efficient operation of the Court.

16. Assist with reports, statistics, and data entry as assigned.

QUALIFICATIONS AND REQUIREMENTS

1. Knowledge of court operations, caseflow management principles, and docket procedures, or the ability to acquire such knowledge within a reasonable period of time.

2. Ability to review and process filings in accordance with established Court procedures and maintain accurate docket and calendar information within the Court’s case management system.

3. Proficiency in the use of personal computers and Microsoft Office applications, including Teams, Word, Outlook, and Excel.

4. Ability to learn and effectively utilize the Court’s Case Management System and other technology used in daily court operations.

5. Strong organizational and time-management skills, with the ability to manage multiple priorities simultaneously, maintain attention to detail, and perform work accurately in a fast-paced environment with strict deadlines.

6. Excellent communication and interpersonal skills, including the ability to interact professionally with Judges, Magistrates, attorneys, litigants, law enforcement personnel, court staff, and members of the public.

7. Ability to maintain confidentiality and handle sensitive information in accordance with Court policies and applicable law.

8. Ability to work independently with minimal supervision, exercise initiative, and adapt to changing priorities and operational needs.

9. Commitment to professionalism, reliability, and sound judgment, including the ability to represent the Court with appropriate demeanor and discretion.

The qualifications and requirements listed above are guidelines. Alternative qualifications may be substituted if considered by the Court to be sufficient to demonstrate the ability to perform the essential duties of the position.

OPERATIONAL FLEXIBILITY

Court operations, caseflow procedures, and technology systems may evolve over time. The duties of this position may be adjusted to reflect changes in workflow, case management practices, or the implementation of new technology, including updates to the Court’s Case Management System, Office 365, or electronic filing processes.

AT-WILL EMPLOYMENT

The individual holding this position is an at-will employee and serves at the pleasure of the Court. This position is not within the classified civil service system and is not part of a bargaining unit.

The Court is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, gender, gender identity, sexual orientation, national origin or ancestry, age (40 or older), citizenship, marital status, pregnancy, childbirth, or related medical conditions, military status (past, present, or future), non-disqualifying disability, genetic information, or any other status protected by federal, state, or local law.

Pay: From $23.16 per hour

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Work Location: In person