Court Consultant Services

Duties of District Court & Statutory County Court Coordinators 

Purpose

The purpose of this description is to provide an outline of the possible duties and responsibilities of the Court Coordinator for the district court or county court at law. This description does not cover all of the duties in the Child Protection Courts and Child Support Courts. This will enable the person in this position to develop an understanding of his/her role as a member of the court as well as provide an overview as to how the position will interact within the legal and organizational framework of the court system. Judges have an expectation that their staff will follow the canons from the Texas Code of Judicial Conduct located in Judicial Rules and Standards

Primary Duties

The primary duties of this position are to manage, direct, supervise, coordinate and plan the operations of courts and to assist the judiciary in making certain decisions, except those judicial decisions required by law to be made by judges.

Specific Duties

The following duties are representative of duties that some court coordinators may have. Inclusion in the list below does not mean that all court coordinators have these duties.

Docket Management

  • Maintain and control the master docket for all courts, including the setting and preparation of weekly and monthly dockets for each court.
  • Maintain close contact with the district attorney’s office to allow sufficient docket control of criminal docket.
  • Attend and assist courts in calling dockets to get announcements and resetting cases for date and purpose certain.
  • Supervise notification to attorneys on case settings.
  • Supervise preparation, duplication and distribution of all dockets for use by court personnel.
  • Initiate better and more efficient procedures on dockets and caseflow to enable fair and speedy disposition in all court cases.
  • Maintain data and records on caseflow and time elements involved in cases for planning and performance purposes.
  • Utilize electronic case management systems in order to track cases and determine if time limits set by local rules are being met.
  • Implement tickler system to ensure that time limits are being met.
  • Inform court bailiff of defendants in custody and their scheduled dates and times for appearances in court.
  • Check with attorneys on status of cases set for trial.
  • Keep the courts informed of any changes in status of weekly and monthly dockets.

Trial Management

  • Set trial dockets.
  • Plan and supervise the mechanics of notice to all connected with trials.
  • Coordinate the availability of attorneys, parties, and court personnel.
  • Reset all cases not reached for trial.
  • Determine and coordinate the availability of visiting judges through the Regional Presiding Judge.
  • Make recommendations for improvements and procedures.

Jury Management

  • Plan and order at the proper time the summons of jurors adequate for the courts, keeping in mind both economy and efficiency based on each court’s schedule and docket.
  • Plan and provide for the comfort and convenience of jurors awaiting assignment.
  • Determine answers to inquiries from respective jurors.
  • Plan and coordinate juror security with the court bailiff during the trial of major criminal cases.
  • Send jury thank you letters and questionnaires after trial.
  • Maintain records and reports on juror usage for planning and recommended improvements.

Personnel Management

  • Assist the judge by screening, interviewing, and recommending persons for employment by the courts.
  • Plan and supervise the initial training for court employees and prepare training manual.
  • Research and report on personnel policies when required by the court.

Records and Reports

  • Supervise record keeping of all court functions and dockets.
  • Prepare periodic reports as requested by judges, the courts, and other departments.
  • Prepare an annual report of court work and cases processed.
  • Maintain schedules, statistics, and other matters at the request of the judges, court, and general public.

Professional Development

  • Maintain awareness of developments in court administration.
  • Participate in continuing professional education programs.
  • Speak to judicial conferences and professional peer groups.
  • Write and publish any ideas and materials on court administration.

Public Relations

  • Reply to inquiries from the public on court business.
  • Plan and arrange court tours for students and other groups.
  • Represent the courts at various functions.
  • Make arrangements, as requested, for media representatives who attend court trials and conferences.
  • Act as liaison by representing the courts on various matters before the administrative judicial regions and courts of other jurisdictions.

Research and Resources

  • Acquire and maintain materials and contact with related professional disciplines.
  • Maintain special legal resource files.
  • Obtain legal materials as requested by judge.
  • Research specialized topics as assigned by judge.

SECONDARY DUTIES

General Administration

  • Expedite all other non-routine administrative matters as they arise.
  • Prepare and recommend rule changes.
  • Plan and supervise attorney appointments.
  • Evaluate and coordinate court schedules.
  • Prepare non-routine correspondence for judge.
  • Develop procedures to merge documents to expedite routine correspondence such as pretrial notices, transmittal letters, and juror correspondence.
  • Assist with any administrative duties as requested or required by judges.
  • Act as recording secretary for county juvenile board.
  • Prepare reimbursement vouchers to State Comptroller for reimbursement to county and judge for expenditures.

Fiscal

  • Plan the acquisition of operating supplies.
  • Routinely inspect equipment and arrange for maintenance and repair.
  • Assist in department budgeting.
  • Control budget spending.
  • Plan and assign space to courts and for court-related activities.