Operations Coordinator

Overview of the Position 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.

Duties include, but are not limited to the following (a full list is available upon request):

• Administer, monitor, and implement the district’s Court Reporter Management Plan and recommend changes to the plan and the Court Reporter’s Manual
• 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 when approved in advance by the circuit council and Administrative Office
• 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 senior district judges and magistrate judges, as required. Ensure equipment is in operating condition. Oversee the transcription of electronic sound recording tapes into transcripts.
• Act as liaison between parties and court reporters in connection with transcript orders. Process invoices and vouchers for payment of contract court reporters.
• 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 and maintains a database of information
• Maintain electronic sound recording tapes and shorthand notes for the court
• 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.
• Performs other 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,…