Unit Coordinator in CPPT

FLSA Status:  Non-Exempt

Division/Department: Common Pleas Pretrial Unit 

Reports to:  Chief and Assistant Chief of the Court of Common Pleas Pretrial Unit

Direct Reports:  N/A

Job Summary

The Common Pleas Pretrial Unit (CPPTU) handles adult felony cases awaiting a pretrial conference and staffs the Common Pleas Criminal Motions Court. Cases awaiting a pretrial conference have already had a preliminary hearing and will go through Formal Arraignment prior to entering a SMART room for a pretrial conference. The CPPTU team reviews clients' eligibility for various diversionary programs. Cases that are not resolved by plea or diversion in the SMART room will be spun out for trial and sent to the CP Trials Unit. The Unit Coordinator in the CPPTU will be cross trained in the skills necessary to assist attorneys in both the SMART rooms and Common Pleas Criminal Motions Court. The Unit Coordinator is a liaison for clients and an advocate in coordinating cases with attorneys, social workers, family members and individuals involved in all aspects of the criminal justice system.  

The Unit Coordinator will aid the Chief and Assistant Chief of CPPTU in the day to day operations of the Unit. The Unit Coordinator will interface with staff, attorneys, clients, private counsel, judges and others in the court system.  The work they do is of the utmost importance in ultimately bringing about the best representation for Defender clients.  

 Major Areas of Responsibility

• Work with the Chief and Assistant Chief of CPPTU to develop long-term goals and identify opportunities for improving workflow 
• Gather and analyze data relating to internal and external processes that impact clients and CPPTU
• Coordinate work and schedules for other staff in unit
• Answer/respond to calls to the Chief and Assistant Chief including inquiries from clients and staff
• Transfer calls requiring follow-up to the appropriate unit or attorney best suited to answer questions
• Master the primary administrative functions of all CPPTU administrative staff to assist when necessary or provide backup coverage
• Maintain an understanding of all diversion opportunities within CPPTU to answer basic questions and properly route calls
• Conduct outreach and tracking of diversion programs within CPPTU
• Maintain an understanding of file flow within the unit and how it is impacted by/impacts other units.
• Assist with other administrative/paralegal tasks as assigned by the Chief/Assistant Chief of CPPTU
• Notify court administration about relisting cases, conflicts of interest, and other issues.  Monitor cases to ensure such actions were taken
• Redact and send discovery to clients when requested
• Receive and review unit mail and respond as necessary, file and/or route information
• Pull, mark, and route files appropriately when cases are relisted
• Maintain a manual for duties of the job
• Assist in assigning/unassigning all pretrial files 
• Monitor everything with formal arraignment, including processing Formal Arraignment files by printing discovery, bills of information, and notes of testimony
• File documents including but not limited to Omnibus Motions, Motions to Withdraw as Counsel, and Waiver of Appearance forms 
• Receive and review large volume of incoming emails and determine if any action is necessary

Qualifications

Education  

• Bachelor's degree or Associate's degree with Paralegal Certification or any equivalent combination of education and experience
• Experience working with indigent clients in criminal justice proceedings preferred
• Past administrative experience preferred

Experience, Knowledge, Skills and Abilities

• Two years of Defender or criminal justice related experience preferred
• Proficient computer skills in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint and Outlook 
• Current proficiency or demonstrated ability to quickly learn programs such as CPCMS, DCM, Print Letters, and ATIMS/JMS
• Ability to work well in a team and handle a variety of tasks simultaneously
• Ability to communicate effectively with clients 
• Ability to learn the innerworkings of the court system 
• Excellent written and interpersonal communications skills
• Excellent typing skills (minimum 50-55 wpm)
• Excellent organizational and time management skills
• Willingness to learn new technology and systems as needed
• Willingness to communicate with colleagues and management in a professional manner regarding ideas for change and improvement with internal unit processes

Physical Requirements 

• Prolonged periods sitting at a desk and working on a computer
• Travel to local courtrooms if needed
• Must be able to lift up to 15 pounds

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. This description reflects management's assignment of essential functions. It does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.