Key Responsibilities and Required Skills for Justice Coordinator Assistant

🎯 Role Definition

The Justice Coordinator Assistant provides administrative and case-management support to justice program staff, court personnel, and community partners. This role combines court liaison duties, client intake and follow-up, documentation and database management, and active coordination with social service providers to ensure timely, trauma-informed, and legally compliant delivery of services. The ideal candidate supports high-volume caseloads, prepares court-ready materials, tracks compliance with court orders and program requirements, and contributes to continuous program improvement and reporting.

Keywords: Justice Coordinator Assistant, court liaison, case management, victim services, legal support, intake coordination, court scheduling, community referral, case management software.

📈 Career Progression

Typical Career Path

Entry Point From:

Legal Assistant or Paralegal
Case Manager in social services or victim advocacy
Administrative Assistant in court or criminal justice settings

Advancement To:

Justice Coordinator / Program Coordinator
Court Liaison Specialist or Senior Case Manager
Program Manager for Court Diversion or Reentry Services

Lateral Moves:

Probation or Parole Officer (entry-level)
Victim Advocate / Victim Services Coordinator
Community Outreach or Intake Coordinator

Core Responsibilities

Primary Functions

Manage an active caseload of justice-involved clients or program participants, conducting initial intake interviews, documenting client history, needs, court orders, and eligibility details in the case management system to ensure accurate, timely service delivery.
Prepare, assemble, and maintain complete court packets, case files, and exhibits for hearings and status conferences; ensure all documents comply with court requirements, confidentiality rules, and filing deadlines.
Serve as the court liaison by coordinating schedules between participants, legal counsel, prosecutors, public defenders, probation officers, and judges; confirm hearing dates, arrange remote appearances, and notify parties of changes.
Monitor and track compliance with court orders, diversion agreements, restitution schedules, community service assignments, and program benchmarks; escalate non-compliance to supervising staff with recommended interventions.
Conduct client outreach and follow-up calls to confirm appointments, transport needs, compliance check-ins, and to provide reminders/notifications for court appearances and program deadlines.
Coordinate referrals to community service providers (mental health, substance use treatment, housing, employment services), prepare referral documentation, and follow up to verify connection to services and outcomes.
Draft, proofread, and file legal correspondence, subpoenas, motions, and status reports on behalf of program staff; manage electronic and hard-copy filing systems to ensure legal integrity and audit readiness.
Enter, maintain, and update client and case data in case management and CRM systems (e.g., Tyler, Odyssey, Clio, Penelope, Apricot); generate routine and ad-hoc reports for supervisors and funders.
Prepare and submit monthly, quarterly, and annual programmatic and statistical reports for grantors, court administrators, and senior management, ensuring accuracy of metrics and timely submission.
Coordinate logistics for hearings, stakeholder meetings, client assessments, and community engagements including room reservations, virtual meeting set-up, and materials preparation.
Conduct basic eligibility screening and risk assessments using standardized tools, and escalate high-risk findings to supervisors or clinical staff for further evaluation.
Maintain strict confidentiality and adhere to HIPAA, court confidentiality rules, and organizational privacy policies when handling sensitive client and case information.
Provide in-court support during hearings and proceedings—managing exhibits, taking notes, preparing minute entries, and assisting clients with procedural questions under supervision.
Process and track invoices, small purchase requests, and expense documentation related to client needs (transportation, emergency housing, program fees) and assist with basic budget tracking for program activities.
Coordinate volunteer and intern schedules, provide orientation and basic training, supervise daily assignments, and facilitate volunteer documentation and background checks.
Assist with program intake events, community outreach fairs, and partnership meetings to promote services, educate community partners, and increase appropriate referrals into justice programs.
Respond to crisis calls and provide immediate resource navigation and de-escalation consistent with trauma-informed practices; document incidents and communicate with on-call supervisors.
Maintain and update program resource directories, referral lists, and community partner contact databases to ensure rapid linkage to services.
Support quality assurance and program evaluation by participating in file reviews, data integrity audits, and process-mapping sessions to streamline intake-to-disposition workflows.
Facilitate bilingual communication or arrange interpretation services where needed; translate basic documents and ensure accurate understanding between clients and legal staff.
Assist with grant administration tasks, including collecting client consent for data-sharing, compiling deliverables, and supporting site visits or audits by grantors.
Track legal deadlines, statute of limitations concerns, and document retention schedules; ensure secure archiving and disposal of closed case files according to policy.
Maintain professional relationships with courts, law enforcement, social service agencies, and community groups to strengthen cross-sector collaboration and improve client outcomes.
Identify process improvement opportunities for intake, data entry, and court coordination workflows; propose and implement changes in coordination with supervisors.

Secondary Functions

Produce ad-hoc data pulls and summary analyses to support management decisions and program improvements.
Assist program staff in developing client-facing materials, resource guides, and legal information packets optimized for plain language and accessibility.
Cross-train on related program functions (grant reporting, volunteer management, outreach) to provide back-up coverage during staff absences.
Participate in staff meetings, case conferences, trainings, and community stakeholder events to stay current on best practices in justice system navigation and trauma-informed care.
Support the development and maintenance of standard operating procedures (SOPs) and workflow documentation for intake, case monitoring, and court coordination.
Coordinate professional development opportunities for volunteers and junior staff, and help maintain training records and certifications.

Required Skills & Competencies

Hard Skills (Technical)

Case management systems: proficient in data entry, record maintenance, and report generation using CMS platforms (e.g., Odyssey, Tyler, Apricot, Clio, Penelope).
Legal documentation: ability to prepare, proofread, and file court forms, motions, subpoenas, and hearing packets in compliance with court rules.
Court scheduling and calendar management: manage complex hearing calendars, coordinate multi-party availability, and monitor deadline-driven workflows.
Intake & eligibility assessment: conduct structured intake interviews and apply eligibility criteria consistently.
Risk & safety screening: familiarity with basic risk assessment tools and protocols for identifying safety concerns, domestic violence, or mental health crises.
Confidentiality & compliance: working knowledge of HIPAA, court confidentiality rules, record retention policies, and data protection best practices.
Microsoft Office & virtual meeting platforms: advanced use of Word, Excel (basic data manipulation), Outlook, Zoom, and Teams for document prep and stakeholder coordination.
Reporting & metrics: generate routine programmatic reports, dashboards, and data summaries for funders and administrators.
Basic budgeting & expense tracking: process invoices, maintain petty cash logs, and assist with grant expenditure documentation.
Multilingual communication: fluency or proficiency in Spanish or other community languages preferred; experience arranging interpretation services.
Document management systems: experience with electronic filing, redaction, and secure document transfer systems.
CRM & outreach tools: experience using scheduling and outreach tools (e.g., Calendly, Doximity, Mailchimp) to coordinate client communications.

Soft Skills

Strong written and verbal communication skills for interacting with courts, attorneys, clients, and community partners.
Empathy and trauma-informed approach when working with vulnerable or justice-involved populations.
Excellent organizational skills and superior attention to detail in high-volume, deadline-driven environments.
Sound judgment and the ability to triage competing priorities and escalate appropriately.
Cultural competency and ability to work respectfully across diverse communities.
Problem-solving orientation: anticipate roadblocks and develop pragmatic, client-centered solutions.
Team collaboration and the ability to coordinate across multi-disciplinary stakeholders.
Resilience and stress-management skills to handle crisis situations and emotionally charged environments.
Confidentiality and professional integrity in handling sensitive information.
Customer-service mindset with patience, diplomacy, and conflict resolution capabilities.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; combination of relevant education and experience considered.

Preferred Education:

Associate's or Bachelor's degree in Criminal Justice, Social Work, Paralegal Studies, Psychology, Public Administration, or related field.

Relevant Fields of Study:

Criminal Justice
Social Work / Human Services
Paralegal Studies
Psychology
Public Administration
Community Development

Experience Requirements

Typical Experience Range: 1–4 years of relevant experience in court administration, legal support, case management, victim services, or social services.

Preferred: 2–5 years working in a legal, court, or community-based justice program with demonstrated experience managing caseloads, preparing court materials, and coordinating multi-agency services.

Skills, responsibilities, and experience outlined above reflect common requirements in Justice Coordinator Assistant job postings and are optimized for ATS and search queries related to court liaison, case management, and community justice support roles.