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Court CMS Coordinator

Marin County Superior Court
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DEFINITION

Under general supervision, Court Case Management System (CMS) Coordinators will provide administrative coordination, leadership, technical support and specialized work for all areas of Court Operations and Finance related to the Court's case management system. Incumbents will define and document business requirements for the case management system; review new and/or revised policies and procedures; participate in the user acceptance testing process and provide case management system training for Court staff. Incumbents will conduct basic and complex research, analytical assignments, and special projects related to various court case types. Incumbents will work both independently and as a part of a team, and must possess the ability to troubleshoot, analyze and resolve procedural, technical, training, and data quality issues while working within the case management system. Incumbents in this class will ensure the case management system functions as needed and monitor data quality. 

DISTINGUISHING CHARACTERISTICS

This is leadership level position in this technical and specialized support class series. The CMS Coordinator is a position which requires professionalism, high energy and self-starter skills.

Incumbents serve as experts with functional expertise, project experience in applications and Court processes as well as the ability to understand the bigger picture and work on complex projects.

Leadership level positions must lead with a focused vision, a commitment to open communication, providing and receiving constructive feedback, inspiring professional growth, and motivating through trustworthy and positive relationships to ensure a productive workplace environment.

DUTIES:
Positions in this class may perform any or all of the below listed duties. These should be interpreted as examples of the work, and are not necessarily all-inclusive or exclusive but are indicative of the type of duties performed at this level.

  1.  Assist in planning, assigning, coordinating, reviewing and evaluating the Court's CMS project timeline, deliverables and goals. In addition, after implementation, will assist in leading new CMS upgrades and software changes.
  2.  Lead and provide guidance to CMS working committees and/or work streams established to support the overall goals of CMS.
  3.  Conduct analysis and research on the Court's existing CMS.
  4. Perform data quality review and clean up to prepare for migration of data to the new CMS and to maintain a high level of data quality.
  5.  Perform gap analysis with the CMS Manager and other members of the Court team to determine whether business requirements are being met and, if not, make recommendations for changes.
  6.  Review data from the CMS and user requirements to ensure proper security levels are in place for case information downloads/uploads to/from to justice partner case management systems.
  7.  Provide direct support to end users by researching, developing, testing and implementing operational processes through action codes, document definitions, minute codes, and charge codes.
  8.  Answer complex and difficult technical, legal or procedural questions related to the Court's CMS.
  9.  Assist staff, judges, attorneys, government agencies and the general public regarding CMS questions and/or requests.
  10.  Create, test and implement notices, calendar controls, time slots and other case management functions that support operational procedures.
  11.  Provide technical support and guidance in document imaging by performing imaging transfers to appropriate repositories and conducting quality control of imaging force overs.
  12.  Validate new and/or modified codes and procedures to ensure resulting data in disposition reporting, fine types and fine distribution are correct. Ensure processing codes are in compliance with JBSIS standards.
  13.  Research plausibility of new and/or revised operations procedures and identify codes to be created, modified or deleted. Execute necessary queries and reports on code usage.
  14.  Review specifications to ensure compliance with user requirements; develop training programs; conduct and/or coordinate end user training; prepare on-line help and documentation, training manuals and related materials, and demonstrate software use as needed.
  15.  Periodically update and/or create charge codes and law enforcement agency profiles as necessary to comply with current legal language or updated sentencing and enforcement processes and procedures. 
  16.  Develop, or assist in the preparation of formal policies, procedures, and standards for the use of the Court's CMS.
  17.  Serve as a representative of the Court by displaying courtesy, tact, consideration and discretion in all interactions with other members of the Court community, governmental agencies, service providers and public.
  18.  Analyze and review the data quality of court departments in relations to the CMS to ensure data quality and consistency.
  19.  Perform validation and updates of Court's website and forms.
  20. Periodically validate business procedures both new/old are being followed by end users. 
  21. Periodically reviews with court staff to determine/acknowledge CMS deficiencies; determine if end users have created own methods to track items not "trackable" in CMS or if unknown how to track in CMS. 
  22. Periodically meet with other government agencies/justice partners on any new/changed procedures. 
  23. Perform other duties as assigned.

DESIRABLE QUALIFICATIONS:
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the knowledge, skills and abilities would be the equivalent of:

Education:   Possession of a baccalaureate degree from an accredited college or university with a major in business, finance, public administration, or criminal justice. 

Experience: At least one (1) year of court-related experience, including assisting in troubleshooting and resolving operational or technical issues in a case management system and experience researching and writing processes and/or procedures.

OTHER REQUIREMENTS:
KNOWLEDGE, SKILLS and ABILITIES

Knowledge of:
  • Strong knowledge of various court operational units including criminal, civil, and family law and related processes, procedures and operations as they pertain to performance of court staff duties; and/or, strong knowledge of court financial procedures and operations.
  • Intermediate knowledge of the Court's case management system components, uses, and limitations.
  • Knowledge of courtroom procedures and codes used in various hearings.
  • Knowledge of the functions of court operations' processing codes used for case initiation, adjudication, and disposition.
  • Knowledge and understanding of the effects of modification made to processing codes in relation to court hearings and case disposition.
  • Knowledge of document processing procedures used in court operations.
  • Knowledge of principles and practices in management, systems, business process and workflow.
  • Understanding and experience working on collaborative project teams, committees and work streams

Ability to:
  • Gather, maintain, and analyze a variety of information regarding division or unit operations and functions.
  • Communicate effectively both orally and in writing to internal and external stakeholders, especially regarding technical or procedural issues.
  • Organize statistical and narrative information in a clear, concise manner.
  • Organize and present ideas and recommendations both orally and in writing. 
  • Work independently and manage assigned responsibilities efficiently and effectively to accomplish assigned duties.
  • Research methods and techniques for gathering, compiling and summarizing information from a variety of different sources.
  • Deal tactfully and courteously with the public; establish and maintain effective working relationships with judicial officers, court personnel, governmental agencies and members of the public.

Skill In:
  • Preparing operational scenarios for system testing and analysis for application enhancements recommended by the vendor.
  • Analyzing data for quality and accuracy.
  • Preparing comprehensive, clear reports, records and logs.
  • Developing and presenting effective training and user manuals.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS: On a continuous basis, sit at a desk for long periods of time in front of a computer screen; intermittently twist to reach equipment or supplies surrounding desk; perform simple grasping and fine manipulation; use telephone and computer keyboard on a daily basis.

OTHER REQUIREMENTS: Ability to work irregular and/or flexible hours as required by the project phase. Possession of a valid Class C California driver's license and a satisfactory driving record. Must pass background investigation to access the Criminal Justice Systems. Must be available to work occasional evenings, weekends and holidays.

APPLICATION PROCEDURE: Applications must be completed electronically at http://www.marincourt.org/human_resources.htm. Click on the link for Career Opportunities. The deadline is Sunday, July 26 at 11:00 p.m. Candidates are responsible for submitting an application, cover letter, and answers to the supplemental questions in order to be considered.

SELECTION PROCESS:
Those candidates deemed most qualified will be invited to one or more virtual oral interviews to be tentatively scheduled for the week of August 3, 2020.

This is a full-time, exempt confidential unrepresented position. The position also includes a one-year probationary period.

The Superior Court of California, County of Marin is an Equal Opportunity Employer.