Court Services Coordinator

Job Description:

Court Services Coordinator

Description

Job Summary

DEFINITION

Organizes, coordinates and monitors the court liaison function within the Police

Department. Performs a wide variety of administrative, clerical and technical

support duties related to subpoenas, court appearance, and legal processes.

SUPERVISION

Works under the general supervision of a Police Records Administrator, who outlines work assignments, occasionally reviews work in progress, and periodically reviews completed work.

Representative Duties

Accepts subpoenas, summons and other legal documents on behalf of the Santa Monica Police Department. Logs, maintains and distributes documents.

Retrieves, reviews, and prepares video recordings, including pulling video and photographs for the City Attorney’s Office for criminal and civil cases, and for the Records Unit in response to Public Records Act requests when release is authorized. On an occasional basis, assists Investigators in the Criminal Investigations Division (CID).

Accepts service of legal process and complies with subpoenas duces tecum and discovery orders.

Enters, tracks and updates the status of subpoenas including, criminal, federal, traffic, Department of Motor Vehicles (DMV) and civil cases in the electronic subpoena management system.

Communicates with court staff to obtain dispositions on preliminary hearings and court trials. Tracks cancellations, continuances, pleas and changes in appearance requirements.

Communicates with the District Attorney’s Office and City Attorney’s Office when an officer is unavailable for court due to a legal exception such as, vacation, training, injury or leave.

Monitors and tracks, employee compliance with subpoenas and court orders. Reports missed court appearances, lateness, and other complaints from the Court, District Attorney, City Attorney, or private law firm to the supervisor.

Enters and monitors police personnel payroll information related to overtime court appearances. Ensure entries comply with applicable Memoranda of Understanding (MOU).

Provides in-person and telephone assistance to employees, attorneys, witnesses, outside agencies, victims and court personnel by answering routine questions about court cases, appearances, continuance dates and sentencing information.

Develops and maintains a variety of files and recordkeeping systems. Compiles various narrative and statistical reports regarding court related issues.

Notifies the City Attorney’s Civil Division of civil cases involving the City. Schedules and coordinates depositions, conferences and meetings.

Collects witness fees and material fees including fees for video and other materials provided, and prepares related correspondence. Coordinates and processes witness fee refund warrants when court appearances for police personnel are cancelled or not required.

Serves as liaison between the Police Department and outside law enforcement, judicial and corrections agencies regarding police personnel court appearances and procedures.

Works with the Court, City Attorney’s Office and the Police Records Unit on record-sealing process. Review requests, verifies eligibility, processes court orders, and coordinates hearing requests.

Updates RAP sheets for cases not prosecuted by the City Attorney (Open Arrest), ensuring records reflect correct case status.

Performs other duties as assigned.

Requirements

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Current office procedures, practices and equipment

Computer software applications, including spreadsheets, databases and word processing

Applicable Memoranda of Understanding (MOU), court rules and procedures, and federal guidelines related to excused leave

Business English, spelling, punctuation and grammar

Principles of recordkeeping

Report writing techniques

Principles and methods of conducting research

Alphabetical and numerical filing

Basic mathematics

Principles of maintaining a diverse, equitable, and inclusive environment

Effective customer service techniques

Public Safety Technology and related software

Principles of communication

Ability to:

Prepare reports and maintain accurate records and files

Understand court procedures and legal terminology

Communicate effectively, both orally and in writing

Respond tactfully and effectively to public inquiries, complaints and requests for service

Perform mathematical computations accurately

Check words and numbers quickly and accurately

Analyze situations and resolve issues related to court scheduling and appearances

Maintain confidentiality

Work independently

Follow oral and written instructions

Organize and prioritize work assignments to meet deadlines

Provide effective customer service

Work with persons from diverse social, cultural and economic backgrounds as well as a variety of work styles, personalities and approaches

Establish and maintain effective and cooperative working relationships with City employees and the general public

Skill in:

Reading, writing and communicating in English at an appropriate level

Working with office equipment, including personal computers and a variety of software applications including spreadsheets, word processing, and databases

REQUIREMENTS

Minimum Qualifications:

Education: High school graduation or the equivalent.

Experience: Three years of recent advanced experience performing office administrative or complex clerical duties including customer service and responsibility for creating, maintaining and managing recordkeeping systems.

Desirable Qualifications:

Experience working in a legal environment.

Experience working with audio/video software for extraction and redaction.

Licenses and Certificates:

Possession of, or ability to obtain and maintain a valid Class C driver license or the ability to utilize an alternative method of transportation when needed to carry out job related essential functions.

Supplemental Information

HOW TO APPLY : An on-line City application and required supplemental questions must be completed for this position. All applicants will be reviewed and only those candidates determined to be most qualified for the position on the basis of experience, training and education, as submitted will be invited to participate further in the selection process. Resumes, CVs and cover letters are not reviewed as part of the application screening process.

NOTE: Only permanent employees are eligible for a transfer. Employees submitting transfer applications must notify the recruitment analyst via email upon submission of their application.

SELECTION PROCESS : All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process. Testing will consist of the following:

• Oral Interview: 100%

BACKGROUND INVESTIGATIONS : Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

Medical Examination: Prior to appointment, candidates must successfully complete a thorough examination, including a drug screen, to determine if they meet the City's medical standards.

NOTE : If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

Equity & Inclusion Statement

The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

REQUESTS FOR ACCOMMODATIONS: Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination

The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and priority enrollment consideration at Hill & Dale Family Learning Center, Marine Park Child Development Center, and Santa Monica Early Childhood Lab School.

Closing Date/Time: 3/27/2026 5:00 PM Pacific

Salary:

$58,760.00 - $72,550.40 Annually