Hall County seeks drug court case manager

JOB TITLE: Hall County Drug Court Case Manager

DEPARTMENT: Administrative Office of the Courts

DIVISION: Court Administration

JOB SUMMARY: This position is responsible for providing administrative, clerical, and case management support to the Drug Court Program Coordinator. Answers phones and routes calls to office staff; Finalizes executive correspondence; Updates and maintains accurate phone lists; Prepares, updates and maintains offender files in orderly manner; Maintains databases for Drug Court Program; Provides necessary information to treatment providers and probation services; Obtains necessary information from treatment providers and probation services for the maintenance of accurate, up-to-date records; Schedules community service work for participants; Requisitions, receives and distributes supplies, printing, or other related services; Responsible for maintenance of fees in Program; Maintains confidentiality of all offenders and office information as required by federal rule; Maintains and updates Community Policing Logbook; Other duties as assigned.


Primary Duties:
- Answers phones and routes calls to office staff
- Finalizes executive correspondence
- Updates and maintains accurate phone lists
- Prepares, updates and maintains offender files in orderly manner
- Maintains databases for Drug Court
- Works closely with child support recovery to facilitate proper allocation/distribution of payments as needed
- Oversee drug screening process, to include recording information, reading information accurately and reporting results to team
- Primary Case Manager for Early Intervention Program
- Primary Case Manager for Residential placements of participants
- Liaison to DFCS in reporting drug screen results
- Responsible for maintenance of participant fee database accurately and timely
- Provides necessary information to treatment providers and probation services
- Obtains necessary information from treatment providers and probation services for the maintenance of accurate, up-to-date records
- Schedules participant community service appointments efficiently
- Provides accurate reports to the Administrative Office of the Court to facilitate fulfillment of grant objectives
- Maintains confidentiality of all offenders and office information as required by federal rule
- Other duties as assigned

Court Administration: Provides administrative assistance to the Coordinator who is charged with orchestrating multi-faceted services required to ensure maximum efficiency of operation in the Program. Attend all status review meetings, reporting on caseload progress to Team; in court, update spreadsheets/database per court session reporting; assign community service work to participants per sanctioning by Judge.

Office Management: Establishes and maintains accurate, orderly office files. Tracks the progress of certain programs related to the department function, to include:
 Loading statistics into a computer.
 Reporting statistics on a regular basis to supervisor.
Maintains internal reports; attends meetings; records and reports on the proceedings.

Fiscal Administration: Receives and distributes supplies and other related services. Responsible for maintenance of fees in the Program, including maintaining spreadsheet of individual participant progress/lack of progress in payments; recording deposits on rolling tape and delivering to Receptionist for verification of total and deposit of funds by Receptionist per Treatment Services policy.

Case Flow Management: Creates and maintains accurate files on all participants referred to the Hall County Drug Court program. Tracks all Early Intervention and Residential participants from beginning involvement to completion/ termination from their level of referral accurately. Provides updated information regarding non-compliant offenders to Team. Maintains high level of confidentiality in the office as per Federal Regulations.

Strategic Planning/Information Management: Assist in developing the capacity to deliver information to decision-makers at critical events. Inform court system employees of events that are outside performance measures established by court and triggering the appropriate means of intervention.

Knowledge, Skills and Abilities: General knowledge of county organizational structure and basic operations. Demonstrated proficiency in oral and written communications. Extensive experience and skill in developing effective working relationships with other departments and the general public. Demonstrated skill in developing and maintaining positive customer relations. Extensive skill in operating a personal computer, various software applications, Internet, multimedia programs, calculator and typewriter.

Supervisory Controls: Incumbent must perform duties without extensive supervision. Work is assigned in general terms, requiring the incumbent to determine the process by which the work should be completed. Adheres to standing instructions for recurring work:
 Most routine work is not reviewed or monitored
 New assignments are reviewed for the nature and propriety of the final results of the work.
 All work that affects office policy must be reviewed.
 All executive level memorandum/communications will need to be reviewed and signed by coordinator prior to issuance.

Guidelines: Written guidelines include relevant department operating procedure manuals, and/or policy memorandum, O.C.G.A., The Uniform Rules for the State Courts, Uniform Rules for the Superior Courts, Uniform Transfer Rules, and the Hall County Civil Service Regulations. In addition, there are a variety of guides developed through the Office of the Court Administrator. Most of the guidelines are specific, but require some interpretation and application to individual situations.

Complexity: The work ranges from low/medium level of tasks to providing complex, extensive and professional work for entire segments of the Administrative Office of the Courts. In addition, the work of this position involves performing various secretarial and accounting duties. A high degree of time management skills will be necessary in this job.

Scope and Effect: The purpose of the work is to perform various clerical, administrative, fiscal, and low-level managerial duties needed to provide multi-faceted support to the program coordinator. Successful implementation of the work results in the generation of executive-level correspondence and a myriad of other items as determined by the director. The work product or service provided by the incumbent affects the accuracy, reliability, or acceptability of further process or services from Drug Court. Successful implementation of the work can result in the continuance of funding and the incumbent will provide a vital role in the rehabilitation of persons in the community. Errors in this area will be problematic in relation to continued funding and the ability of the Drug Court to successfully change the way that the criminal justice system deals with offenders with a substance related problem.

Personal Contacts: Contacts are typically with coworkers, staffs of superior court and state court judges, district attorney, solicitor, pretrial services, probation services, treatment providers, county agencies, and the general public.

Purpose of Contacts: Contacts are typically to obtain, clarify, or give facts of information and to provide services.

Physical Demands: Although the physical demands are not stringent, incumbent must be capable of receiving and delivering supplies to the office.

Work Environment: Work is primarily performed in an office setting, though there will be time spent in court and in the community.

Supervisory Responsibility: No direct supervisory duties are assigned.

Performance: It is hoped that this job description will be utilized as a tool to understand the minimum performance requirements in this job and that the employee will go beyond what is outlined here in the performance of their duties. The failure to fulfill these minimum performance requirements may lead to disciplinary action, up to and including the termination of employment.

Minimum Qualifications: Education requirements include graduation from high school, bachelor’s degree in related field preferred. Typing skills of 47 wpm with 97% accuracy. Experiential requirements include three continuous years of secretarial experience and any combination of education and experience that provides the required knowledge and skills.

To apply contact:
Debbie Mott
Director, Treatment Services
Northeastern Judicial Circuit (Hall & Dawson Counties)
720 Main Street, Suite E
Gainesville, GA 30506
770-536-3837
770-536-1023 (fax)