Maine Judicial Branch Job Description COORDINATOR OF SPECIALTY DOCKETS AND GRANTS General Summary: This is a highly responsible administrative position responsible for helping the Judicial Branch establish, maintain, staff, coordinate, operate, and evaluate specialty dockets and pilot projects in the Trial Courts; soliciting and administering grants and grant funding; and maintaining the specialty docket efforts statewide and within the Judicial Branch. The incumbent works closely with the Chief Justice of the Superior Court, the Chief Judge and Deputy Chief Judge of the District Court, Justices, Judges, members of the Administrative Team, Judicial Branch grant accountants, Court Clerks, and other local, county, state, federal, and private agencies. Specialty dockets in Maine are defined as dockets with intensive and regular judicial oversight, specialized treatment and case management services if indicated, strict accountability and behavior management of participants, and management by multidisciplinary teams led by the presiding judicial officer. Currently, the State of Maine operates Adult Drug Treatment Courts, a Co-Occurring Disorders and Veterans Treatment Court, Domestic Violence Judicial Monitoring Dockets and Family Treatment Drug Courts. These dockets are located in various locations across the State. The goals of these dockets include reducing alcohol and drug abuse and dependency among criminal offenders, supporting recovery from substance abuse, mental illness and co-occurring disorders, reducing criminal recidivism, increasing the personal, familial and societal accountability of offenders, promoting healthy and safe family relationships, promoting effective interaction and use of resources among justice system personnel and federal, state and community agencies and reducing the overcrowding of prisons and jails. The dockets also encourage the adoption of pro-social attitudes and behaviors and the promotion of healthy societal relationships. These goals all lead to improved public safety. At times, specialty dockets are referred to in statute, grant solicitations, or informally by the public with different labels, including, but not limited to, specialty courts, problemsolving courts, rehabilitation programs, judicial monitoring projects or diversion programs or projects. See 4 M.R.S. 421-433. 1
Essential Job Functions: * Specialty Docket Management: Organizes and coordinates the implementation, staffing, operation, and evaluation of specialty dockets, including diversion and rehabilitation programs, in the District Court and Superior Court. Working with the presiding judicial officers and Court Management, drafts each specialty dockets specific policies and procedures and implements and oversees the specialty docket protocols as established by the Trial Court Chiefs. Serves as liaison and collaborates with entities, organizations and persons listed in 4 M.R.S. 421(3)(A-I) - 433 in implementing, operating, staffing, and evaluating the Adult Drug Treatment Courts, the Family Treatment Drug Courts, the Co- Occurring Disorders and Veterans Court, Domestic Violence Judicial Monitoring Dockets, and other similar court-based problem solving efforts. As directed by the Chief Justice, assists in the creation, development, and support of Mental Health Courts and diversion programs focused on mental health related issues, along with other emerging diversion programs. Serves the role of Coordinator of Diversion and Rehabilitation Programs referenced in 4 M.R.S. 422. Provides technical assistance to the Administrative Office of the Courts to enter into cooperative agreements for contracts with those entities noted in 4 M.R.S. 422(2)(A-G). Assists in coordinating scheduling that supports the specialty dockets, as directed by the Trial Court Chiefs. Makes recommendations for revisions to schedules to better manage the limited resources available for the specialty dockets. Conducts research, prepares reports, and makes presentations related to various specialty dockets or projects. Ensures statewide consistency with the specialty docket protocol, treatment, forms, procedures, treatment quality, data collection, and information sharing. Communicates with attorneys, governmental agencies, and the public on matters concerning the specialty dockets, grant funded projects, and program activities. Identifies diversion and rehabilitation resources and programs in Maine and assists in the coordination and the communication between program providers and program users (District Attorneys, defense attorneys, law enforcement officials, judges, etc.) Consistently evaluates each specialty docket program with an eye towards quality improvement, and policy and procedural or operational changes that may improve the functioning of the court and standards and procedural changes that would improve outcomes. Designs goals and objectives, drafts proposed contracts, identifies outside funding sources for, and oversees outside consultant research concerning the efficacy and efficiency of each of the specialty dockets. Grant Administration: Under the direction of the State Court Administrator, develops a policy and protocol for grant solicitation, management and oversight. Develops and oversees appropriate grant requests and grant funded projects in 2
collaboration with grant managers. Assists in identification of funding sources and the development of proposals to funding authorities. Disseminates information regarding the grant oversight activities and encourages use of the resource. Acts as a point of contact with federal and state grant sources for specialty court programs. Acts as the point of contract with federal and state grant resources for other Judicial Branch programs. Acts as primary point of contact within the Judicial Branch for all units receiving grant funding to ensure appropriate programmatic and financial reports are filed, monitoring/tracking requirements are being met, timely extensions, as needed, are filed, and established controls are in place to ensure all programmatic and financial grant requirements are being met. In consultation with the grant accountant, provides guidance regarding the allowability of costs to be charged to grants. Collaborates with the grant accountant with budget, accounting, and audit functions to ensure proper financial controls and systems are in place to support the grant function and the receipt of timely budget reports. As necessary, coordinates with other state or federal agencies on grant procedures, processes and grant funding issues. Prepares annual reports of grant-funded specialty docket activities. Ensures the timely filing of annual reports by other grant managers. Prepares grant proposals and directly manages specialty docket grants and other grants as assigned. Develops, maintains and conducts grant-related training for field staff. Training and Other Judicial Branch Responsibilities: Generates, maintains, and updates each dockets policies and procedures manual. Develops and presents training programs to all judges and employees of specialty dockets. Seeks out and secures additional outside training and funding for training for specialty docket partners and Judicial Branch employees professional development. Participates in Judicial Branch meetings and provide staff support to committees, as requested. Stays abreast of developing trends, requirements and research concerning each of the specialty dockets subject areas with an eye towards ensuring each docket is operating under the most appropriate evidenced based standards and procedures. The above list is intended to describe the general nature and level of work being performed by employees in this classification. Other Duties and Responsibilities: Performs other duties as required. Significant statewide travel is required. 3
*The above list is intended to describe the general nature and level of work being performed by employees in this classification. A position may not be assigned all the duties listed, nor do the listed examples include all the duties that may be assigned. Education and Experience Required Graduation from an accredited 4 year college with a Bachelor s Degree in public administration or related field; Graduation from an ABA accredited law school with a Juris Doctor degree or graduation from an accredited college or university with a Masters Degree in Public Administration, Public Policy Analysis, Public Management or related field is required. A minimum of three years experience in designing, implementing and managing complex new programs, preferably of a statewide nature. Considerable experience in coordinating programs with other criminal justice agencies. Considerable experience writing, developing, securing, and managing grants. Experience in report writing and database analysis and evaluation. Knowledge, Skills and Abilities Required: Considerable knowledge of the principles and practices of court administration, case management, court rules and procedures, and law. Familiarity with the principles of program evaluation and ability to contract with and supervise program evaluators. Knowledge of the organization, functions, and responsibilities of the court system and the criminal justice system. Knowledge of Maine s substance abuse, mental health, domestic violence, and family services programs and the operations of the Maine Department of Corrections, including both institutional settings and Adult Community Corrections. Knowledge of national standards for adult substance abuse treatment protocols and procedures. Experience and demonstrated success organizing inter-agency or system wide partnerships and initiatives. Knowledge of the principles of grant management, including proposal development, grant application writing and submission and reporting, contracting, and procurement. Familiarity with financial administration of grants. Familiarity with the Federal Grant Management electronic report systems. Ability to work with multi-faceted organizations and to span organizational cultures. Ability to organize, direct, and coordinate programs with appropriate local, county, state and federal governmental and non-profit entities. Ability to clearly and effectively express ideas and present information, orally and in writing. Strong interpersonal skills and an ability to interact effectively with the public, program clients, judges, attorneys, and government officials in a variety of situations and circumstances. 4
Ability to work collaboratively with others and to professionally represent the Judicial Branch when working with criminal justice, mental health and advocacy agencies and the community. Ability to work with the Judicial Branch s Governmental Counsel to prepare materials and information for use by the Counsel in Judicial Branch interaction with the Executive and Legislative Branch. Ability to research, draft and present detailed yearly reports to Court Management, the Trial Chiefs and the Legislature. Ability to work collaboratively with Court Communications Manager to post all reports on the Judicial Branch s internal and external web sites as directed by the Trial Chiefs or Chief of Court Management. Strong management, supervisory, and organizational skills. Proficiency with computers, and the ability to communicate and conduct research electronically. Analytical ability to gather and review data, apply research and design systems and procedures to advance data-driven decision-making. Valid State of Maine Driver s license or equivalent license from another jurisdiction. PHYSICAL AND MENTAL DEMANDS (include but are not limited to:) Physical and mental ability to perform tasks in an office or courtroom environment requiring frequent and/or sustained periods of standing, sitting, walking; bending; reaching above or below desk level. May require ability to lift or move up to 20 pounds. Hearing ability sufficient to communicate efficiently and effectively with public and court staff. Vision, dexterity, coordination and cognitive ability sufficient to use telephone, keyboard, computer and other office systems and equipment efficiently. Cognitive, intellectual and mental ability to concentrate on details and/or perform more than one complex task at a time and to handle diverse pressures related to requests and needs of those using court system services. Cognitive and mental ability to work and communicate effectively with co-workers and all levels of court personnel. * External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions either unaided or with the assistance of a reasonable accommodation, to be determined by management on a case by case basis. Salary Information: Grade 18; Range $29.48 - $38.37 per hour, starting salary commensurate with experience, 80 hours bi-weekly/plus generous fringe benefits. This posting will close on March 25, 2016. All candidates must submit the following materials: 1. A completed application; 2. A recent resume; 2. A legal or professional writing sample; 4. A cover letter detailing how the applicant's educational and work experience 5
meets the requirements of the position; 5. A list of three references with phone numbers and email addresses. Failure to include this information in the application will be grounds for rejection of the application. Only online applications will be accepted. http://www.courts.maine.gov/jobs/jobs.html The Judicial Branch is an EEO/AA employer. 6