Operations Coordinator

Salary Information

CL 26 Starting Salary Range: $59,974 to $74,972

CL 26 Salary Range: $59,974 to $97,470

This position is in the Clerk’s Office and reports to an Operations Supervisor. The Operations Coordinator oversees the assignment and reassignment of court reporters and contract court reporters ensuring a fair and equitable distribution of workload with respect to hours and days in court for official court reporters. The employee monitors the production of transcripts to ensure compliance with production time and cost requirement policies.

The employee assists Operations Supervisors with the planning and coordinating work activities of operations staff.

Work is performed in an office setting. Some lifting of equipment, records, and boxes is required. Occasional travel within the District may be required. Occasional work during non-business work hours may be required.

Administer, monitor, and implement the district’s Court Reporting Management Plan and recommend changes to the plan. Calendar court reporting services daily and make adjustments in scheduling and assignments as circumstances require. Assign and distribute reporting tasks and balance the in-court/chambers workload of reporters. Ensure official court reporters and contract reporters adhere to Judicial Conference requirements. Monitor timely preparation of transcripts. Arrange for contract court reporter services as approved by the circuit judicial council.

Approve the use of substitute reporters by official court reporters. Assist in projecting budget needs for contract reporting services, electronic sound recording equipment, furniture, equipment, new official reporter positions, and temporary reporters. Schedule electronic sound recording services for district judges and magistrate judges, as required. Ensure equipment is in operating condition. Oversee the transcription of electronic sound recordings into transcripts.

Act as liaison between parties and court reporters in connection with transcript orders, delivery, billing format, and rate to ensure compliance with Judicial Conference requirements. Process invoices and vouchers for payment of contract court reporters. Audit official court reporter invoices for billing of official transcript and contract hours to determine compliance with the fee schedule and contract rates. Prepare correspondence in response to inquiries concerning transcript processes.

Upon request by the Operations Supervisor, assists with the planning and coordination of work activities in the Operations unit. Under the direction of the appropriate committee and/or judge, coordinates the Court’s Pro Se Prisoner Mediation program. Maintains a database of information on the Pro Se Prisoner Early Mediation program. Maintain electronic sound recordings and shorthand notes for the court. Oversee the disposal and archiving of electronic sound recordings and shorthand notes prepared by official court reporters.

Prepare statistical summaries, reports, and data for in-district use and for judges, the clerk of court, and the Administrative Office. Create and maintain records regarding which reporters covered any given hearing. Monitor and approve leave for official reporters. Submit bi-weekly time and attendance control reports. Perform other related duties as assigned.

Qualifications must be met at the time of the application.

• Consistent, high quality past job performance demonstrating sound ethics and judgement.
• Ability to do detail-oriented work with limited supervision.
• An attendance record that indicates reliability/commitment.
• Excellent verbal and written communication skills (grammar, spelling, punctuation, etc.).
• Excellent organizational and time management skills.
• Strong analytical reasoning skills.
• Ability to take initiative, manage multiple tasks, respond to requests on short notice and meet stringent deadlines.
• Ability to be tactful and work cooperatively with others, including judicial officers, the public and colleagues.
• Proficient in the use of Microsoft Word and Excel; in conducting internet searches; in using e-mail applications and in the use of computer file structure and other computer applications.

Required: High school graduation or equivalent with a minimum of one year of specialized experience as defined below. For placement above the minimum, at least two years of specialized experience is required.

Specialized experience is defined as progressively responsible administrative support experience in a professional office setting requiring the regular and recurring application of administrative procedures that demonstrate the ability to apply a body of rules, regulations, directives, or laws and involves the routine use of specialized terminology and automated technology for word processing, data entry and report generation. Such experience is commonly, but not always, encountered in law firms, legal counsel offices, banking and credit firms, educational…