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Key Responsibilities and Required Skills for Justice Assistant Coordinator

💰 $ - $

🎯 Role Definition

The Justice Assistant Coordinator is a front-line coordinator and administrator who supports courts, justice programs, or community-based legal services by managing case intake and scheduling, maintaining accurate records, preparing legal and programmatic documentation, coordinating multi-agency communication, and helping ensure timely, compliant delivery of services to clients and the public. This role blends administrative proficiency, case management, data tracking, and stakeholder engagement to advance program outcomes and support judicial or program leadership.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Court Clerk / Judicial Assistant
  • Administrative Assistant in legal, social services, or municipal agencies
  • Victim Advocate or Caseworker

Advancement To:

  • Justice Program Coordinator / Court Operations Coordinator
  • Senior Court Clerk or Judicial Services Manager
  • Grants and Compliance Manager for justice programs
  • Probation or Reentry Program Supervisor

Lateral Moves:

  • Victim Services Coordinator
  • Community Outreach or Intake Coordinator
  • Case Manager for reentry or restorative justice programs

Core Responsibilities

Primary Functions

  • Coordinate and manage court calendars, hearing schedules, and case flow by scheduling appearances, tracking deadlines, distributing notices to parties, and ensuring all necessary documentation is filed and available for hearings and judicial review.
  • Serve as a central liaison between judges, magistrates, attorneys, probation officers, public defenders, prosecutors, law enforcement, social service providers, and community partners to facilitate information sharing and timely case resolution.
  • Conduct comprehensive intake and screening of clients and defendants, including collecting demographic and legal information, assessing eligibility for programs and services, conducting risk and needs assessments, and documenting findings in case management systems.
  • Prepare, review, and assemble legal documents, orders, sentencing memoranda, letters, and reports for judicial staff and program managers, ensuring accuracy, confidentiality, and compliance with court rules and agency policies.
  • Maintain and audit case files, electronic records, and document repositories to ensure completeness, proper indexing, retention compliance, and secure handling of sensitive and confidential information.
  • Monitor case progress and outcomes, track key performance indicators (KPIs), and generate regular reports and data summaries for judges, program directors, funders, and oversight bodies to support decision-making and continuous improvement.
  • Manage participant communications by drafting and sending summons, notices, program invitations, violation warnings, and follow-up correspondence using multiple channels (phone, email, certified mail) and documenting all contact attempts.
  • Coordinate pre-trial and post-disposition services such as referrals to treatment, diversion programs, victim services, restorative justice activities, and community-based supports; track referrals and follow-up to ensure service engagement.
  • Administer program intake processes for specialty courts or justice initiatives (drug court, mental health court, veterans court), including enrollment, scheduling, compliance monitoring, and graduation/case closure procedures.
  • Assist in developing, implementing, and refining standard operating procedures (SOPs), workflows, and checklists for case processing, compliance monitoring, and interagency coordination to improve efficiency and reduce backlog.
  • Support judicial calendars and courtroom operations by preparing dockets, setting up courtroom technology, coordinating interpreters and ADA accommodations, and ensuring materials and evidence are available and organized.
  • Oversee and train support staff, volunteers, and interns on program protocols, data entry standards, confidentiality requirements, and customer service expectations to maintain consistent service delivery.
  • Track and reconcile program budgets and petty cash, process purchase requests, assist with procurement of services and supplies, and compile financial documentation for grants and internal audits.
  • Support grants and funding administration by preparing narrative and data-driven progress reports, collecting required attachments, monitoring compliance with grant conditions, and maintaining documentation for audit readiness.
  • Investigate and resolve service delivery issues and complaints from participants, attorneys, or partner agencies by conducting fact-finding, documenting outcomes, escalating when necessary, and recommending corrective actions.
  • Facilitate case review meetings, pre-hearing conferences, multidisciplinary team (MDT) meetings, and stakeholder workgroups to coordinate service plans, share updates, and resolve barriers to case progression.
  • Ensure compliance with local, state, and federal statutes, court rules, and privacy laws (e.g., HIPAA, CJIS protocols) when handling protected information, disclosures, and interagency data-sharing agreements.
  • Design and maintain data collection tools, spreadsheets, and dashboards to monitor caseloads, service referrals, recidivism indicators, and program success metrics; use findings to recommend operational improvements.
  • Draft clear, professional communications including briefs, memos, grant narratives, press releases, and community outreach materials that accurately present program activities and outcomes.
  • Manage complex calendars and logistics for site visits, hearings, training events, graduations, and community forums, including vendor coordination, space setup, travel arrangements, and material preparation.
  • Conduct outreach and engagement with community stakeholders, service providers, and referral sources to expand program capacity, increase referrals, and build collaborative networks that support client stabilization and reentry goals.
  • Maintain continuity of operations by covering front-desk and reception duties as needed, triaging public inquiries, routing calls and documents, and providing high-quality customer service to diverse populations.

Secondary Functions

  • Support ad-hoc data requests, compile programmatic datasets, and perform exploratory analysis to respond to judicial inquiries, grantors, or policy teams.
  • Contribute to the organization's data strategy and roadmap by identifying data gaps, recommending system improvements, and participating in cross-functional data governance discussions.
  • Collaborate with business units and community partners to translate service and reporting needs into technical specifications for case management system enhancements.
  • Participate in project planning, sprint planning, and agile ceremonies related to court management system upgrades or digital transformation initiatives.
  • Assist with policy research, create briefing materials on statutory changes or best practices in court administration, and propose updates to local protocols.
  • Coordinate training sessions and workshops for staff and partners on new systems, compliance requirements, and trauma-informed practices to ensure consistent, trauma-aware service delivery.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient in case management and court management systems (e.g., Tyler/Munis, Odyssey, JIS, PACER or other jurisdictional platforms) with demonstrated ability to enter, retrieve, and audit case data.
  • Advanced Microsoft Office skills (Word for legal documents, Excel for data analysis and dashboards, Outlook for calendar management) and familiarity with Google Workspace.
  • Strong data literacy including database querying fundamentals, designing spreadsheets, building pivot tables, and producing visual reports for stakeholders.
  • Experience with grant reporting tools, contract compliance documentation, and basic budget tracking (e.g., Excel budget templates, QuickBooks exposure).
  • Knowledge of legal terminology, basic court procedures, filing requirements, and document formatting for judicial review.
  • Competence with secure handling of protected health and justice information; experience applying privacy rules and confidentiality best practices (HIPAA, CJIS protocols).
  • Ability to prepare and proof complex legal and administrative documents, including orders, motions, correspondence, and program narratives.
  • Familiarity with scheduling and calendaring tools, virtual hearing platforms (Zoom for Courts, WebEx), and courtroom A/V systems.
  • Experience performing client intake, conducting needs assessments, and making evidence-based referrals to treatment or community services.
  • Basic project management skills including creating timelines, tracking milestones, coordinating stakeholders, and documenting meeting outcomes.

Soft Skills

  • Exceptional written and verbal communication skills with proven ability to draft professional legal correspondence, stakeholder updates, and public-facing materials.
  • Strong organizational skills and attention to detail to manage competing deadlines, large caseloads, and complex documentation requirements.
  • High level of confidentiality, discretion, and ethical judgment when handling sensitive case information and interacting with vulnerable populations.
  • Customer-service orientation combined with trauma-informed, culturally competent engagement strategies for diverse clients and community members.
  • Problem-solving aptitude to triage issues, escalate appropriately, and identify process improvements that reduce delays and enhance service quality.
  • Collaborative mindset and ability to build productive relationships across judicial, governmental, nonprofit, and community partner networks.
  • Time management and prioritization skills to balance administrative work, stakeholder coordination, and emergent courtroom needs.
  • Resilience and adaptability in a fast-paced justice environment with shifting priorities, legal deadlines, and public scrutiny.
  • Conflict resolution and de-escalation skills to manage tense conversations and ensure safe interactions for staff and clients.
  • Analytical mindset with a commitment to data-informed decision making and continuous program improvement.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required; Associate degree in criminal justice, public administration, or related field often acceptable with relevant experience.

Preferred Education:

  • Bachelor’s degree in Criminal Justice, Public Administration, Social Work, Sociology, Legal Studies, or related field preferred.

Relevant Fields of Study:

  • Criminal Justice
  • Public Administration / Public Policy
  • Social Work or Human Services
  • Legal Studies / Paralegal Studies
  • Sociology or Psychology

Experience Requirements

Typical Experience Range: 2–5 years of progressively responsible administrative or program coordination experience in court administration, probation, corrections, social services, legal aid, or nonprofit justice-related programs.

Preferred: 3–5+ years experience supporting court operations, specialty court programs (drug/mental health/veterans), or justice-focused community services, including direct experience with case management systems, grant reporting, and multi-agency coordination. Experience supervising staff or volunteers and preparing judicial documents is highly desirable.

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