Administrative Coordinator, Courtroom Services

Job Description

Job Description

Description

REPORTS TO: Supervisor, Courtroom Services
STATUS: Full-time, 35 hours/week, non-exempt, unclassified
JOB LOCATION: Hamilton County Justice Center; Hamilton County Courthouse
HOURS: Mon - Fri, 7:30 am – 3:30 pm; Sat. (rotational, every 14 weeks)
TRAVEL REQUIREMENTS: No travel required
PAY RATE: $21.59
SUPERVISORY RESPONSIBILITIES: No

JOB OVERVIEW:

The Administrative Coordinator, Courtroom Services plays an important role in supporting courtroom operations within the Municipal Criminal & Traffic Division of the Hamilton County Clerk of Courts. Assigned to active courtrooms at the Justice Center or Courthouse, this position ensures timely and accurate case processing by recording judicial actions, preparing dockets, and facilitating communication between courtroom staff, attorneys, and the public.

This position requires a detail-oriented and service-minded individual who can maintain professionalism in fast-paced, high-pressure environments. Administrative Coordinators serve as a primary point of contact for courtroom activity, balancing clerical accuracy with responsive, respectful customer service to all participants in the justice process.

The role supports the Clerk’s mission to promote access to justice and uphold the integrity of court records. Employees are expected to demonstrate the office’s core values of respect, fairness, kindness, and service in every interaction.

The role requires the following key competencies:

• Courtroom Operations Support – Prepares and maintains dockets, records judicial actions in real time, and ensures timely processing of courtroom activity.
• Clerical Accuracy – Verifies and reviews court filings, complaints, and entries to ensure procedural compliance and completeness.
• Customer-Facing Service – Interacts with attorneys, defendants, and the public with professionalism, clarity, and empathy.
• Collaborative Coordination – Works closely with judges, bailiffs, and other courtroom personnel to support smooth court proceedings and accurate case flow.

Essential Duties

50%: COURTROOM SUPPORT

• Provide professional, in-person support to judges, attorneys, defendants, and the general public during courtroom proceedings.
• Greet and assist parties appearing in court, answering questions and directing them appropriately.
• Retrieve and provide case-related information to attorneys, defendants, or court partners, using both electronic systems and physical records.
• Maintain a respectful and composed demeanor when dealing with individuals from diverse backgrounds, including during high-stress or emotionally charged interactions.
• Protect confidentiality of sensitive information and maintain integrity in all interactions.

50%: CLERICAL

• Prepare daily dockets and case files for scheduled hearings, ensuring completeness and alignment with the court schedule.
• Coordinate with judges, courtroom staff, and internal departments to ensure timely routing and resolution of case files.
• Sort, file, and maintain physical case jackets and electronic records in accordance with records retention and confidentiality standards.
• Assist with special assignments or overflow duties as needed to support operational continuity.

OTHER DUTIES AS ASSIGNED

Skills, Knowledge & Expertise

PREFERRED SKILLS:

Knowledge of:

• Municipal court processes, terminology, and procedures related to criminal and traffic cases.
• Case documentation standards and courtroom protocols, including docketing, entries, and recordkeeping.
• Confidentiality standards and compliance requirements in a courtroom setting.
• Basic math and cashiering principles for calculating fines, fees, and costs.
• Clerk of Courts policies and justice system operations.

Ability to:

• Maintain professional composure in a courtroom setting and respond to immediate requests with accuracy and discretion.
• Interpret and apply Clerk of Courts procedures and internal policies with consistency.
• Collaborate effectively with judges, bailiffs, supervisors, and other Clerk’s Office personnel.
• Prioritize daily responsibilities and adapt to changes in court schedules or case volume.
• Uphold the Clerk’s core values of respect, fairness, kindness, and service in all interactions.

Skilled in:

• Providing high-quality customer service to a broad range of individuals, including attorneys, defendants, and court personnel.
• Communicating clearly and respectfully with individuals in emotionally charged or sensitive situations.
• Managing multiple tasks simultaneously under time constraints and courtroom pressure.

Qualifications

• High school diploma or equivalent.
• One (1) year of experience in an office, clerical, or customer service role.
• One (1) year of experience working in a courtroom, legal, or government setting.
• Familiarity with courtroom operations, legal documentation, or judicial procedures.
• Any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.