Court Services Coordinator

Court Services Coordinator 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. 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. 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. 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.

Created: 2026-03-16