Court Services Administrative Coordinator

Key Responsibilities

• Coordinate and schedule appointments between families and court evaluators.
• Welcome and assist clients during onsite appointments, creating a professional and supportive environment.
• Maintain organized paper and electronic case files.
• Update and maintain electronic case management records, spreadsheets, and departmental tracking systems.
• Perform general administrative duties to support the daily operations of the Court Services Department.

Compliance & Documentation

• Maintain confidential client records in accordance with applicable privacy laws, organizational policies, and professional standards.
• Adhere to Association of Family and Conciliation Courts (AFCC) standards and best practices.
• Ensure documentation is complete, accurate, and filed in a timely manner.
• Absorb additional duties as assigned to support departmental operations.

Family/Client Engagement

• Serve as a primary point of contact for families regarding scheduling, appointment coordination, and general inquiries.
• Communicate professionally with parents, children, court evaluators, and other stakeholders by phone, email, and in person.
• Provide bilingual (English/Spanish) communication and support to clients, families, and community partners.
• Provide courteous and responsive customer service while maintaining confidentiality.

Collaboration & Communication

• Collaborate with the Finance Department regarding payment processing and fee collection.
• Follow up on client cases through phone and email communications.
• Support the Director of Court Services with administrative projects and departmental initiatives.

Qualifications

• Education: Associate's degree required; Bachelor's degree preferred.
• Experience: Two (2) years of administrative experience in an office environment preferred. Experience working with confidential information and multiple priorities preferred. Experience in a legal, court, social service, or nonprofit setting is a plus.
• Additional Requirements: Fluency in both English and Spanish (written and verbal) is required. Willingness to learn legal and court-related terminology.

Core Competencies

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Cultural competence and ability to work respectfully with diverse populations.
• Strong organizational and time management skills.
• Critical thinking and problem-solving abilities.
• Ability to prioritize multiple assignments and consistently meet deadlines.
• Ability to work independently while contributing effectively as a member of a team.
• High level of professionalism, discretion, and confidentiality.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience using Adobe Acrobat.
• Ability to learn and effectively utilize electronic case management systems and database software.
• Strong computer literacy and data entry skills.

Work Environment & Physical Demands

• Primarily office-based work environment.
• Prolonged periods of sitting and computer use.
• Frequent walking throughout the office to assist clients and staff.
• Ability to occasionally lift and move materials weighing up to 20 pounds.
• Frequent interaction with clients, families, and community partners in person and by telephone.

Work Schedule

• Employment Status: Full-Time, 40 hours per week.
• Typical Monday through Friday during standard business hours (e.g., 9:00 AM – 5:00 PM), tbd with supervisor.
• Occasional early morning or evening hours may be required to support departmental or organizational needs.
• Flexibility may be required to accommodate client appointments and program priorities.

Compensation

• Salary range: $38,000 to $40,000.
• Compensation commensurate with experience and qualifications.
• Eligible for Bergen Family Center's comprehensive benefits package, including health, dental, vision, retirement plan, paid time off, vacation, sick leave, and other applicable employee benefits.
• Eligible for professional development and ongoing training opportunities.